How to Search .EML Email Files Quickly

The EmlViewer Pro software team has been working on the upcoming Version 7 release. We’re excited about this update because it has some some new features that we think you’ll be able to put into use right away.

One of the improvements we’ve made is to make it easier to quickly filter and discover email from within a large set of .eml email messages.  As users of EmlViewer Pro (also known as PstViewer Pro) understand, there are two basic ways to identify important email messages:  searching, and filtering.

How to search .eml files

Searching prepares a set of .eml emails.  For example, you may have a folder of 1,000 .eml files. Searching may return, say, 500 .eml files.

Image shows the advanced search window for EmlViewer Pro, which is used to search .eml emails.
Search window in EmlViewer Pro locates .eml files.

Use filtering to to quckly refine those .eml messages.  Filters can be as complex or simple as you need them to be. You can save filters, and then apply them against differerent sets of messages.

Although filtering has been available in previous version of EmlViewer Pro, in version 8 filtering was been repositioned in the UI to make it more prominent and easier to use.

Filtering is now easily easily accessible on the left-hand margin. Simply click “Filter Editor” and begin building a filter to apply to the .eml files in the list.

Image shows the filter editor in EmlViewer Pro, which lets users create complex filters to discover .eml emails that are important.
.Eml File Filtering

The filters you create can be saved and then applied against later searches. The Filter Editor contains numerous boolean criteria that you may combine in powerful ways.

Image shows the filtering options for EmlViewer Pro, which include: And, Or, Not And, Not Or.
Filtering .Eml Files.

The logic of the filter may be applied against different fields within the .eml file, including:
subject, submit time, To, From, whether the email has attachments, and many other bits of data residing within in the .eml file.

Screen shot of a filtering criteria from .eml email fields.
Eml filter criteria.

Using the filter tool, you can create powerful filters that contain a fix of And/Or conditional statements, such as “Find email from Bob or John,” and then layer on additional criteria, such as a date range or whether or not the email contains files, or has a specific word in the body.

While Search and Filtering can give you similar results in the end, here is why you should consider using the Filterin option more often that search.

First, .eml file filtering is faster.  A search operation has to re-scan each individual .eml file, which can be slow depending on how many .eml files you are working with. Filtering does not rescan emails, but uses the data that has been included in the search set.

Second, filters can be re-used and applied later against different search sets.

Third you can apply multiple filters against a single data set.

Download a free trial of EmlViewer Pro and start experimenting with filtering your .eml files. Learn more at the EmlViewer Pro home page.

How to Convert Multiple .Eml Email Into Text Files?

Image of email converted to text file.

Transforming .eml formatted email messages into text format can be useful for archiving or performing fast searches with a text indexing program. It also makes it easy to access the message contents even if an email client is not installed, since any simple text editor will do the job.  While many email clients make it simple to convert a single email into a text file, they often fall short when it’s necessary to batch convert hundreds or thousands of emails.

This article looks at the .eml to .txt conversion capabilities included in Eml Viewer Pro, a Windows application that makes bulk management and conversion of email content easier. It will explain how to perform a conversion, setup a custom file naming scheme, and choose how the software should process email file attachments.  To follow along with this tutorial, download a free 15 day trial of Eml Viewer Pro.

Converting .Eml To Text

To begin, start Eml Viewer Pro, and using the folder list on the left side of the screen, choose the Windows folder that contains your .eml files.  Note that Eml Viewer Pro can also open .msg and .mht files, and convert them to text as well as .eml files.

Image shows Eml Viewer Pro software main screen with emails in the file list.
Eml Viewer Pro email viewing software

Next, select the emails from the mail list that you want to convert into .txt text files.  You can select a single .eml file by clicking on it.  Hold down your Windows Shift key to select a range of files. To choose all of the .eml files in the list, type Ctrol-A to select all. When an .eml file is selected, it will be highlighted in the list.

Image shows 3 emails highlighted in the Eml Viewer Pro mail list.
.eml files selected in the mail list.
Now that our .eml files have been selected, the final step is to tell Eml Viewer Pro to convert them into text files.
Locate the Eml Viewer Pro main toolbar, and select “Text” from the Export Profile list.
Choose Txt from EML Viewer Pro export profile list.
Eml Viewer Pro export profile drop down list. Choose Text.
To begin the export process, click the Start button.
Start the eml to txt conversion process by clicking Eml Viewer Pro's Start Export button.
Eml Viewer Pro will go to work processing the selected .eml files into text files. Below is an image of a convert .eml file displayed in the Notepad text viewer.
The text file is formatted with the subject/from/to/sent time/attachments items listed in the header.
Text formatted email document.
An .eml file converted into a text file
Html emails that do not have a text component will be shown with their html formatting.
An email that has been saved as a text .txt file.
Html .eml file converted to text
Converted .eml files will reside in a text file that given the name of the email subject line. You can change this if you like, since Eml Viewer Pro provides great flexibility in naming the text files it creates.

Naming Export Text Files

To add a custom naming plan to the saved text files, click the “Edit” button next to the Text export profile.
The Edit button in EmlViewer Pro.
Edit the eml-to-text export profile.
This will bring up the Edit Profile window.
EmlViewer Pro's Edit Profile window is displayed with File Naming options highlighted.
Edit text file naming structure

From the file naming drop down list, choose “Custom Naming Schema.”

EmlViewer Pro's file naming scheme editor
Specify how exported text files are to be named.

Using the Custom Naming Schema editor, you can drag and drop the components to create the exact naming structure that your project requires.

Managing .EML File Attachments

When you export .eml files into text files, some of the emails will contain file attachments.  With Eml Viewer Pro, you can specify how those file attachments should be processed.  From the Export Editor, go to Target > Attachments, and select the option that best meets you need from the drop down list.

Edit email profile export settings.
Manage how .eml file attachments are processed

Currently, Eml Viewer Pro gives you three options:  ignore the file attachments, save them in a separate subfolder which will have the same name as the text file, or save the attachments into the same folder as the text file.

Conclusion

Eml Viewer Pro is a powerful tool for managing .eml email content.  Converting .eml files into text file is just one of it’s capabilities.  Eml Viewer Pro can also convert .eml to pdf, jpb, csv, mbox, odt, and many other formats.  The process for converting to these other formats is identical to the text conversion process explained in this article.

Click here for more information on Eml Viewer Pro.