In today’s digital age, email has become an indispensable tool for communication, both personally and professionally. From crucial work-related correspondence to cherished messages from loved ones, our inboxes often hold a wealth of important information. However, relying solely on webmail or email client storage can be risky. What if your account gets hacked, your provider experiences downtime, or you simply want to ensure you have a backup? That’s where saving emails to your computer comes in. This comprehensive guide will walk you through various methods for saving emails, ensuring your valuable correspondence remains safe and accessible.
Why Save Emails to Your Computer?
Before diving into the how-to, let’s briefly explore the reasons why saving emails locally is a good practice:
- Data Backup: Email providers can experience outages or even go out of business. Saving emails locally provides a crucial backup in case of unforeseen circumstances.
- Accessibility: Access your emails even without an internet connection. This can be invaluable when traveling or during internet disruptions.
- Organization: Create a personalized archive of your emails, organizing them in a way that suits your needs, rather than being limited by your email provider’s interface.
- Legal Compliance: Certain industries require email archiving for legal or regulatory reasons. Saving emails locally can help meet these requirements.
- Offline Access: Review important emails while offline.
- Long-term storage: Control the longevity of your email storage, independent of provider limits.
- Searchability: Utilize powerful desktop search tools to quickly find specific emails within your local archive.
Methods for Saving Emails
There are several methods available for saving emails to your computer, each with its own advantages and disadvantages. The best method for you will depend on your email client, operating system, and specific needs.
1. Saving Emails as Individual Files (.eml or .msg)
This is perhaps the simplest and most common method. It involves saving each email as a separate file, typically in either the `.eml` or `.msg` format. These formats preserve the email’s content, including attachments, formatting, and headers.
Saving Emails from Webmail (Gmail, Outlook.com, Yahoo Mail)
While webmail clients don’t directly offer a “Save As” option like desktop email clients, you can still save emails as individual files using your browser’s print function and a PDF printer.
- Open the Email: In your webmail client (e.g., Gmail, Outlook.com, Yahoo Mail), open the email you want to save.
- Print the Email: Look for the print icon or option (usually represented by a printer icon or found under the “More options” menu – three vertical dots). Click on it.
- Select “Save as PDF”: In the print dialog box, under “Destination” or “Printer,” choose “Save as PDF” (or a similar option like “Microsoft Print to PDF”). If you don’t see this option, you may need to install a PDF printer driver (see section on PDF printer drivers below).
- Save the PDF: Click the “Save” button. Choose a location on your computer to save the file, give it a descriptive name (e.g., “Important Invoice from Company X.pdf”), and click “Save” again.
- Extract Attachments (if needed): Saving as PDF will save the email body. You must separately download any attachments. Usually attachments have a download icon next to them in the email. Click the download icon and save to the same location as the PDF.
Using Browser Extensions (Alternative for Webmail):
Several browser extensions are available that can simplify the process of saving emails from webmail as EML files. Search for extensions like “Save Email as EML” or “Download Email as EML” in your browser’s extension store (Chrome Web Store, Firefox Add-ons). These extensions typically add a “Save as EML” button directly to your webmail interface.
Saving Emails from Desktop Email Clients (Outlook, Thunderbird, Mail)
Desktop email clients typically offer a more straightforward way to save emails as individual files.
- Open the Email: In your email client (e.g., Outlook, Thunderbird, Apple Mail), open the email you want to save.
- Save As: Go to “File” > “Save As” (or a similar option, depending on your email client).
- Choose the Format: In the “Save as type” dropdown menu, select either “EML Format (*.eml)” or “MSG Format (*.msg)”. EML is generally preferred for wider compatibility.
- Select Location and Name: Choose a location on your computer to save the file, give it a descriptive name (e.g., “Important Project Update.eml”), and click “Save.”
Difference between .EML and .MSG:
- .EML (Electronic Mail): A standard format for storing email messages. It’s widely supported by various email clients and applications, making it a good choice for long-term archiving and portability.
- .MSG (Microsoft Outlook Message): A proprietary format used by Microsoft Outlook. While it preserves all the details of the email, including formatting and metadata, it’s primarily compatible with Outlook and may not be easily opened by other email clients.
Opening .EML and .MSG Files:
- .EML: You can open EML files with most email clients (Outlook, Thunderbird, Apple Mail) or even a simple text editor (though the formatting will be lost in a text editor). Simply double-click the file, and your default email client should open it.
- .MSG: To open MSG files, you typically need Microsoft Outlook or a specialized MSG viewer. There are also free MSG viewers available online.
2. Archiving Emails as a Single File (.pst, .mbox, etc.)
This method involves archiving multiple emails into a single file. This is useful for backing up entire mailboxes or folders. The file format will vary depending on your email client.
Archiving Emails in Microsoft Outlook (.pst)
Outlook uses the `.pst` format to store email archives.
- Open Outlook: Launch Microsoft Outlook.
- Go to File > Open & Export > Import/Export: This will open the Import and Export Wizard.
- Choose “Export to a file”: Select this option and click “Next.”
- Select “Outlook Data File (.pst)”: Choose this option and click “Next.”
- Select the Folder to Export: Choose the specific folder you want to archive (e.g., Inbox, Sent Items, or your entire account). Check the box “Include subfolders” if you want to include all subfolders within the selected folder. Click “Next.”
- Choose Location and Options: Choose a location on your computer to save the `.pst` file, give it a descriptive name (e.g., “Outlook Archive 2023.pst”). You can also set a password to protect the archive file (optional). Choose what happens to duplicates. Click “Finish.”
- Password (Optional): If you chose to set a password, enter and confirm it. Remember this password, as you’ll need it to open the archive.
Archiving Emails in Mozilla Thunderbird (.mbox)
Thunderbird uses the `.mbox` format for storing email folders. Note that Thunderbird doesn’t have a built-in export-to-single-file function for *all* mail at once, unless you use an add-on. However, you *can* easily save individual folders as mbox files.
- Install the ImportExportTools NG Add-on (if needed): The easiest way to export all emails in Thunderbird at once is by installing the ImportExportTools NG add-on. Go to “Tools” > “Add-ons,” search for “ImportExportTools NG,” and install it. Restart Thunderbird after installation. Skip to step 3 if it is already installed.
- Select the Folder to Export: In Thunderbird, right-click on the folder you want to export (e.g., Inbox, Sent Items, or your entire account). If using the add-on, right-click the Account name to export all folders under that account.
- Choose Export Option: Choose “ImportExportTools NG” from the context menu.
- Select Export Format:
- Using the Add-on (Exporting all mail at once): Choose “Export all folders”. Then choose the export format such as “as mbox file (one per folder)” or “as eml files”.
- Without the Add-on (Exporting a single folder): Choose “Export folder” and the format such as “as mbox file” or “as eml files”.
- Choose Location and Name: Choose a location on your computer to save the file, give it a descriptive name (e.g., “Thunderbird Inbox Archive.mbox”), and click “Save.”
Archiving Emails in Apple Mail (.mbox)
Apple Mail also uses the `.mbox` format for exporting mailboxes.
- Open Apple Mail: Launch the Mail application on your Mac.
- Select the Mailbox to Export: In the Mail sidebar, select the mailbox you want to archive (e.g., Inbox, Sent, or a custom folder).
- Export Mailbox: Go to “Mailbox” > “Export Mailbox…”
- Choose Location and Name: Choose a location on your computer to save the `.mbox` file, give it a descriptive name (e.g., “Apple Mail Archive.mbox”), and click “Save.”
Opening .pst and .mbox Files:
- .pst: To open a PST file, you need Microsoft Outlook. Go to “File” > “Open & Export” > “Open Outlook Data File” and select the PST file.
- .mbox: To open an MBOX file, you can use email clients like Thunderbird (using the ImportExportTools NG add-on), Apple Mail (import mailbox), or specialized MBOX viewers.
3. Using Third-Party Email Archiving Software
Several third-party email archiving software solutions are available that offer more advanced features like automated archiving, indexing, and search capabilities. These solutions are often geared towards businesses and organizations that need to comply with regulatory requirements or manage large volumes of email data.
Examples of Email Archiving Software:
- MailStore Home (Free for personal use): A popular email archiving software for home users.
- ArcTitan: A cloud-based email archiving solution for businesses.
- Barracuda Message Archiver: An appliance-based email archiving solution for businesses.
- GFI Archiver: Another popular email archiving solution for businesses.
Considerations when choosing archiving software:
- Cost: Archiving software can range from free to hundreds or thousands of dollars, depending on the features and number of users.
- Features: Consider the features you need, such as automated archiving, indexing, search, compliance features, and storage capacity.
- Ease of use: Choose software that is easy to install, configure, and use.
- Compatibility: Ensure the software is compatible with your email client and operating system.
- Scalability: If you’re a business, consider whether the software can scale to meet your growing needs.
4. Saving Emails to Cloud Storage (Google Drive, OneDrive, Dropbox)
While not strictly saving emails *to your computer*, saving them to cloud storage provides a backup and accessibility similar to local storage. You can combine this with one of the above methods (saving as .eml or .msg, or archiving), and then uploading those files to your preferred cloud storage service.
- Save Email(s) Locally: Use one of the methods described above (saving as individual files or archiving) to save your emails to your computer.
- Upload to Cloud Storage: Open your cloud storage application (e.g., Google Drive, OneDrive, Dropbox) or access it through your web browser.
- Upload the Files: Upload the saved email files (either individual `.eml` or `.msg` files, or the archive file) to your cloud storage. Create a dedicated folder for your email archives to keep them organized.
Advantages of Cloud Storage:
- Accessibility: Access your emails from any device with an internet connection.
- Backup: Your emails are stored securely in the cloud, providing a backup against data loss.
- Collaboration: Share your email archives with others (if needed).
Disadvantages of Cloud Storage:
- Reliance on Internet Connection: You need an internet connection to access your emails.
- Storage Costs: Cloud storage providers typically offer limited free storage, and you may need to pay for additional storage space.
- Privacy Concerns: Consider the privacy policies of your cloud storage provider.
PDF Printer Drivers: An important note
Many modern operating systems come with a built-in PDF printer. However, if you do not see the “Save as PDF” option when trying to print from your webmail, you will need to install a PDF printer driver.
Here are some popular and free PDF printer drivers:
* **Microsoft Print to PDF:** This is included in Windows 10 and later.
* **Adobe Acrobat Reader DC:** While primarily a PDF reader, it also installs a virtual PDF printer.
* **CutePDF Writer:** A free and simple PDF printer driver.
* **Bullzip PDF Printer:** Another free option with a few more advanced features.
To install a PDF printer driver, simply download the installer from the provider’s website and follow the on-screen instructions. Once installed, the PDF printer will appear as an option in your print dialog box.
Organizing Your Saved Emails
Saving emails is only half the battle. It’s equally important to organize them effectively so you can easily find them later.
Here are some tips for organizing your saved emails:
- Create a Consistent Folder Structure: Use a logical folder structure to categorize your emails. For example, you could organize them by year, sender, project, or topic.
- Use Descriptive File Names: Give your email files descriptive names that make it easy to identify their content. Include the sender, subject, and date in the file name. For example: “John Smith – Project Proposal – 2023-10-26.eml”.
- Add Metadata (Tags, Keywords): Some operating systems and email archiving software allow you to add metadata (tags or keywords) to your email files. This can make it easier to search for specific emails.
- Use a Naming Convention: Establish a clear and consistent naming convention for your folders and files to ensure consistency and ease of navigation.
- Regularly Review and Update: Periodically review your email archive and update the folder structure and file names as needed to maintain organization.
Searching Your Saved Emails
Once you have saved and organized your emails, you’ll need a way to search them effectively.
Here are some methods for searching your saved emails:
- Operating System Search: Most operating systems (Windows, macOS) have built-in search tools that can search the content of files. Use the search function to search for keywords, sender names, or dates within your email files.
- Email Client Search: If you open your saved emails in an email client (e.g., Outlook, Thunderbird), you can use the email client’s search function to search within the email content.
- Dedicated Search Tools: Several dedicated search tools are available that offer more advanced search features, such as indexing and Boolean search. Examples include Agent Ransack (free for personal use) and dtSearch.
Security Considerations
When saving emails to your computer, it’s important to consider security implications.
Here are some security tips:
- Encrypt Your Archive: If you’re saving sensitive information, consider encrypting your email archive to protect it from unauthorized access. Use encryption tools like VeraCrypt or BitLocker.
- Password Protect Archives: When archiving emails into a single file (.pst, .mbox), set a strong password to protect the archive.
- Store Backups Securely: If you create backups of your email archive, store them in a secure location, such as an external hard drive or a cloud storage service with strong security measures.
- Use Strong Passwords: Use strong, unique passwords for your email accounts and any accounts associated with your email archive (e.g., cloud storage accounts).
- Keep Your Software Updated: Keep your operating system, email client, and antivirus software up to date to protect against security vulnerabilities.
- Be Careful of Phishing: Be wary of phishing emails that try to trick you into revealing your credentials or downloading malicious software.
Troubleshooting Common Issues
Here are some common issues you might encounter when saving emails and how to troubleshoot them:
- Cannot Open .eml or .msg Files: Ensure you have an email client installed and associated with the .eml or .msg file extension.
- Attachments Not Saved: When saving emails as individual files, make sure to save the attachments separately.
- Corrupted Archive File: If you encounter a corrupted archive file (.pst, .mbox), try using a repair tool to fix the file. Outlook has a built-in PST repair tool (scanpst.exe).
- Search Not Working: If your search function is not working, make sure your operating system or search tool has indexed the folder containing your email archive.
- Missing Emails: Double-check that you have selected the correct folders and options when archiving emails.
Conclusion
Saving emails to your computer is a valuable practice for data backup, accessibility, and organization. By following the methods and tips outlined in this guide, you can ensure your important email correspondence is safe, secure, and easily accessible whenever you need it. Choose the method that best suits your needs and remember to prioritize organization and security to maximize the benefits of archiving your emails. Regularly backing up your email archive is also a good practice to protect against data loss. So, take control of your email data and start saving those important messages today!