Outlook OST files are created to store synchronized mailbox data from Exchange, Microsoft 365, or IMAP accounts. These files let users read emails even when they are not connected to the internet. But there are problems when certain emails need to be saved separately for sharing, record-keeping, or legal reasons.
You need to extract individual emails into a portable format because OST files are profile-dependent and can't be opened on their own outside of Outlook. Saving emails as MSG files is one of the best things to do in these situations.
This article shows you how to quickly save OST emails as MSG files, either by manual method (when possible) or by using a different method when you can't get to them directly.
Why Save OST Emails as MSG Files?
There are a lot of times when you don't need to convert all of the mailbox data. Users often only need to save certain emails instead of all of them.
Some common situations are:
- Telling a client about a specific conversation
- Sending certain emails as legal proof
- Keeping important messages in a separate folder
- Keeping project-based conversations going
- Moving only some emails to a different Outlook setup
In these cases, the MSG format is best because it keeps all of the properties of each email message.
What is MSG Format and Why is It Useful?
The MSG file format for Microsoft Outlook is meant to hold one email message. There is one MSG file for each of the following:
- Sender and recipient information
- Details about the subject and date
- Attachments
- Formatting the body of an email (HTML or plain text)
- Metadata and embedded elements
MSG files are not like PST files because they only hold one email at a time. This makes them useful for keeping records, moving them around, and sharing data in a controlled way.
Manual Method to Save OST Emails as MSG
You can save emails in MSG format manually if your Outlook profile is open and the OST file is connected correctly.
What to Do:
- Start Microsoft Outlook.
- Navigate to the mailbox folder containing the email.
- Choose the email you want to keep.
- Drag and drop it to your desktop or desired folder location.
Outlook saves the email as an MSG file by itself.
Limitations of the Manual Method
This method is easy, but it has some problems:
- It only works if Outlook is set up correctly.
- It doesn't work with OST files that are left behind.
- You have to save each email one at a time.
- Extracting in bulk takes a lot of time.
- It can't open OST files that are damaged or cannot be accessed.
If Outlook can't open the OST file, you can't extract it manually.
Instant Method to Extract OST Emails as MSG
A dedicated conversion solution is needed when the OST file can't be accessed, is orphaned, or when bulk selective extraction is needed.
ToolsBaer for can read OST files directly and convert emails to MSG format without needing to be connected to the original Exchange profile.
How the Extraction Process Works
The steps are clear and easy to follow:
- Download and run the program.
- Add the OST file that is on your computer.
- Let the program scan and show the folders in your mailbox.
- Look at the emails ahead of time to make sure they are correct.
- Choose the emails or folders you want to use.
- Pick MSG as the format for the export.
- Choose a destination path and start the process.
When you're done, each email you chose is saved as an MSG file.
Benefits of Using MSG Format to Extract Emails
There are a number of benefits to saving emails in MSG format:
- Keeps the formatting of the original email
- Keeps attachments safe and sound
- Keeps timestamps and metadata
- Make sure it works with Microsoft Outlook
- Makes it easy to store and share
This means that MSG files are safe to use for work and documentation.
Frequently Asked Questions (FAQs)
1. Can I save an OST email as MSG without converting the entire file?
Yes. If you can get to Outlook, you can save individual emails as MSG files by dragging and dropping them. If the OST file is orphaned or can't be accessed, though, selective extraction using the right method is needed.
2. Does MSG format keep the original email properties?
Yes. MSG files keep all the information about an email, such as the sender's name, the recipient's address, the subject line, the date, any attachments, and the formatting. It keeps the email's original structure.
3. What if my OST file is not opening in Outlook?
Outlook can't get to the OST file if it is orphaned, damaged, or not connected to the original profile. In these situations, you need to use a program that can read offline OST files on its own to get the emails out.
4. Is MSG better than PST for saving individual emails?
Yes. PST is meant to hold all of the data in a mailbox, while MSG is best for saving or sharing individual emails. MSG is better for storing only certain emails.
5. Can ToolsBaer for OST to MSG Conversion extract specific emails only?
Yes. ToolsBaer can convert OST files to MSG files. With conversion, users can load the OST file, see the mailbox data, and export only certain emails to MSG format instead of converting the whole mailbox.
Final Thoughts
Saving Outlook OST emails as MSG files is a good way to get to individual messages when needed. Outlook does offer a manual way to do things, but it only works if the profile is available.
Using a structured extraction method ensures that emails are saved right away without losing any important information when dealing with OST files that are inaccessible, orphaned, or too large.
