How to convert MSG to PDF (with attachments)

Aid4Mail is the best MSG to PDF converter software on the market. Compared to competing tools:

  • Aid4Mail is faster.
  • More accurate with no data loss.
  • Offers more control over the conversion process.

If you don’t have Aid4Mail yet, you can use the free trial version or purchase a low-cost 2-week Aid4Mail Converter license.

Aid4Mail can convert your MSG files with or without Microsoft Outlook installed. However, you will get better performance when Outlook is present and existing email status information (unread, read, replied, flagged, …) will be preserved. Aid4Mail can also faithfully restore your source folder structure.

Aid4Mail produces high-quality PDF files that faithfully render messages. Email attachments can either be embedded directly into the PDF, or extracted and stored separately in their native formats.

You can decide how much of the email header to include in the PDF document, and what to show in the page header and footer. Choose whether to save emails as individual PDFs or merge them all into a single PDF. And lots more…

Please follow the steps below to convert .MSG to .PDF with Aid4Mail. For any setting that’s not specifically mentioned, you can either use the default (preset) value or consult the Aid4Mail 5 User Guide for details. You can open it from Aid4Mail by pressing the F1 key.

Step 1: Open Aid4Mail’s settings

Aid4Mail settings showing the session name set to "John Doe MSG to PDF". The Source and Target sections are expanded but not set. The Filter section is not expanded.

  1. In Aid4Mail, select the Settings tab.
  2. Update the Session name to so it describes for the task at hand. In this example, we will be converting John Doe’s MSG files to PDF files so we’ve entered John Doe MSG to PDF as the session name.
  3. Below the session name there are three sections: Source, Target and Filter. Each can be displayed or hidden by selecting the +/- symbol next to the section heading. This tutorial requires them all to be displayed.

Step 2: Set MSG files as your source

MSG files as Source

  1. In the Format list, select MSG files.
  2. Choose whether to Process using Outlook. This means using Outlook’s internal engine (MAPI) to collect the MSG files. Using Outlook’s engine is faster, and provides access to more email metadata, but requires Outlook to be installed on the same computer as Aid4Mail. If you don’t have Outlook installed, keep this option off.
  3. Set the Location of your MSG files, either writing it directly in the field or by using the Select button to browse your file system. Set a single MSG file, or a folder containing MSG files, or a folder whose hierarchy (anywhere below it) contains MSG files. For this example, we’ve set a folder called JohnDoe.
  4. Choose whether to Remove journaling envelope if your email files are journaled.

Step 3: Set PDF as your target

Target settings for the PDF format, in Aid4Mail

  1. In the Format list, select PDF.
  2. Select a PDF file standard.
  3. Choose whether to Embed attachments in the PDF, or save them to disk and insert links to them in the PDF. TIP: If you choose not to embed attachments, and later upload your file or send it to someone else, you’ll need to send the attachments too.
  4. Decide if you want to Export to a single file or create a new PDF file for every MSG file.
  5. Set the Location where you want your PDF file(s) to be saved. You can write it directly in the field or use the Select button to browse your file system. If you’re exporting to a single PDF file, set a file name (with extension), otherwise set a folder location.
  6. Select an option for the Folder structure of the exported files. (Only if you decided not to export to a single file.)
  7. Determine the criteria for each PDF File name. (Only if you decided not to export to a single file.)
  8. Set an Email header configuration. This determines how much data from the email header is included in the PDF and where it is placed. You can choose the default option or one of the presets from the list. You can also Add your own or Edit an existing one, using the pop-up editor, for full customization.

If you’re using a template for the folder structure or file name, you’ll need to set a Folder structure template and/or File name template.

Templates consist of a combination of text and tokens. The text must not include illegal file name characters. The tokens represent data from the email being processed. You can use the Insert button to help you find and include tokens.

Step 4: Set your filter

Folder selection, part of the Filter settings in Aid4Mail

  1. Under Folder filtering, select Folder selection. Your MSG files folder structure should appear in the box below.
  2. Select the folders you want Aid4Mail to process. The others will be skipped.

Step 5: Run your MSG to PDF conversion

Select the Run button or Session > Run from the menu to start the file conversion. Aid4Mail will convert your chosen MSG files to PDF files. It will automatically open the Progress tab so you can monitor what’s going on.

Step 6: See the results

The screenshots below show PDF file names created by Aid4Mail in our example, and one of the PDF documents. You can see the effect of the settings we chose:

  • Each MSG file was converted to its own PDF file.
  • The file name for each PDF file matches the template we set:
  • {LocalMessageDate}-{Subject}-{SenderAddress}
  • You can see that all file names include the local date, email subject, and sender’s address.
  • The email header in the PDF document matches the default configuration we set. It includes the email subject and the date.

PDF file names after conversion with Aid4Mail using a "File name template"

PDF document created by Aid4Mail using the default "Email header configuration"

That’s it!

We hope you found this tutorial helpful in showing you why Aid4Mail is the best .MSG to PDF converter tool on the market. As shown above, Aid4Mail can batch convert .MSG to .PDF with attachments reliably and provides you with the ability to customize the content in the exported PDF files. Also MS Outlook does not need to be installed in order to convert multiple MSG files to PDF format.

If you need to bulk convert MSG to PDF or batch convert MSG files to PDF with attachments, look no further than Aid4Mail. Aid4Mail can handle any size of data and we have clients who use Aid4Mail to convert Outlook MSG files in bulk to Adobe PDF files.

If you’d like to buy an Aid4Mail license, please visit the online store.

Or if you’d like to try Aid4Mail before purchasing, download a free trial and run your own tests to convert MSG emails to PDF. We want you to have full confidence in Aid4Mail!

About Fookes Software

Fookes Software Ltd
La Petite Fin 27
1637 Charmey (en Gruyère)

For over 25 years we have been developing award-winning tools and productivity software. We also have more than 20 years of expertise in the field of email processing and analysis.

Our clients include Fortune 500 companies, government agencies, law firms, universities, and professionals specializing in e-discovery and forensics from around the world.

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