EML to PDF: Four Questions to Ask Before Converting .EML or .MSG E-Mail Files into PDF Documents

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E-Mail messages are being replaced by other forms of communication, including instant messaging through services such as Snapchat, Facebook and Google IM.  Despite the creep of communication alternatives into our lives, e-Mail is still used by 2.6 billion people.

For businesses and governments, it is frequently necessary to archive and convert e-mail into a format that be readily shared. More than 80% of all legal discovery involves e-mail. Converting e-mail into PDF documents is a favored way to share important e-mails for review and to introduce them as evidence into court proceedings.

Converting e-mail to PDF seems to be a simple matter at first glance.  People who have not been exposed to the process often don’t understand how complex it can actually be.  Here are five things to consider when converting .eml emails or Outlook .msg e-mails into PDF files.

1.  Why are you converting e-mails to PDF?

Before purchasing software or embarking on a project that will consume hours of your time, be sure that your work is going to serve the needs of the project.  For example, if you are converting e-mail for an archive librarian, you will need to familiarize yourself with ISO 19005-1, or PDF/A.  This format embeds fonts within the PDF so that the email can be faithfully reproduced later.  Failing to adhere to this standard will result in pdf files that not suited to long term preservation.

2. What about File Attachments?

While any PDF virtual printer will allow you to “print” an email message,  failing to process e-mail file attachments can result in the loss of extremely important information, and may result in the purchase of inadequate software.

Is it important that the files in the e-mail be editable?  If so, you will want to use software that embeds the file attachments within the PDF document.  Embedding files inside a .pdf allows the files to later be extracted from the pdf file.

On the other hand, if it is most important to preserve the email attachments and to not allow any changes, or if it is conceivable that the program that created the documents may not be accessible in the future to open the file, then converting the documents directly to the PDF image is preferable.

3. What about E-Mails within E-Mails?

Eml and Msg e-mail files may themselves contain Eml or Msg e-mail attachments. It is not uncommon to encounter emails within emails within emails, etc.    Consider whether your responsibility for processing e-mail file attachments to PDF includes the need to handle embedded e-mail files, and how you would like to see this situation managed by your e-mail conversion software.

4. What about Naming PDF Files?

Many software packages that can convert e-mails to PDF default to using the subject line as the file name, but are not able to provide a custom naming scheme to the PDF files they create.

Consider how the resulting PDF files should be named. For example, you may wish to include a court case number to the PDF file name. Or perhaps you simple want them to have a sequential number.   Or  maybe it would be best if you could combine different parts of the email, such as sender’s email + send date.

Accomplishing the task of naming e-mail files needs to be considered and planned before the project is started, or the final results may be unsuitable.

Converting Email to PDF

At Encryptomatic LLC, we have been helping our customer’s convert e-mail messages into PDF files for nearly a decade.  Our products include PstViewer Pro, an email to PDF converter for Windows desktop, and MessageExport, an e-mail convert that works within Microsoft Outlook.

Both products are well suited to the task of convert e-mail to PDF.  Both provide options for naming the PDF files in complex ways.  Either can convert most e-mail attachments directly into the PDF image, or they can embed the files with the PDF so they can be extracted later.  Both products support PDF/A e-mail archiving standard.

Visit Encryptomatic.com to learn more about this products and to download a 15 day free trial.We invite you to reach out to our support team with any questions. you may have.

How Can I Convert EML Files to PDF?

There is no other file format as convenient as PDF for archiving and sharing EML email files.   It seems like a simple thing to do, but in practice you may discover that converting .Eml to .Pdf can be anything but convenient.  It’s easy to forget how complex email documents like .eml files can be.

Eml files can be formatted in text or HTML.  They may have different kinds of email file attachments.  In fact, Eml files can be attached to other .eml files — how do you handle emails inside of emails?

If you are converting many .eml files to .pdf, you want to give the files a special name.  Or, perhaps you need to combine multiple .eml files into one .pdf file.

If your project calls for converting more than a few .eml files to .pdf, you will want to try EmlVeiwer Pro (also known as PstViewer Pro), a Windows software tool that is specifically designed to convert email from .Eml files and other formats to .PDF, and able to accommodate the many different situations and preferences that your project will encounter.

Converting .Eml to .Pdf with EmlViewer Pro software.

Here’s how to convert emails from .eml to .pdf with EmlViewer Pro. Download the 15 day free trial to follow along.

Click here for current EmlViewer Pro pricing.

  1. Start EmlViewer Pro and use the Explorer tree to select the location of your .eml files. EmlViewer Pro will read the emails into an organized mail list,
  2. Select the emails you want to convert to PDF in the maillist.
  3. From the “Export” tab choose the PDF export profile that you want to run.  If you want the file attachments to be part of the PDF document image, choose “PDF – attachments converted/included”
  4. Click “Export” to being the process.

EmlViewer Pro can convert most common email file attachments into the PDF image, including PDF files, image files, and Microsoft Office documents if Office is installed on the computer.

Besides .Eml files, EmlViewer Pro can also convert .msg, .pst, .ost and .mht formatted emails to PDF.

Do you have any questions about converting .eml emails to PDF? Post them in the comments and we’ll be glad to answer them. You can also use live chat to ask us right now, or call us at 1-651-815-4902.