There are several ways to use MessageSave to save Outlook email messages as individual files outside of Outlook. You can run it manually, or you can configure MessageSave to save messages automatically, without requiring any action on your part.
To run MessageSave manually, you invoke it by clicking the Save Messages button on the Outlook toolbar, ribbon or right-click menu.
To open MessageSave, click on the MessageSave button, which is located on the Home tab of the Ribbon in Outlook 2010 or on the main Outlook toolbar in older versions of Outlook.
MessageSave is also available in the right-click menu in the main Outlook window.
You will see the Save Messages window:
Next time you invoke MessageSave, it remembers the options you used previously. So if you are saving with the same settings, you can simply click Save Now.
AutoSave (new in MessageSave 5.0) allows you to map Outlook folders to file system folders. Such that whenever a message is moved or copied to a particular Outlook folder, it is automatically saved to the corresponding file system folder.
If you have folders for your projects or clients in both Outlook and file system (local hard drive or a shared drive on a file server), you can easily keep them in sync.
To configure an AutoSave folder:
Open the Mapped Folders window. (Advanced Options -> General Tab -> Manage destination folder preferences -> Manage folder mapping).
Click Add. You will see the Folder Mapping window.
Select the Outlook folder you would like to map.
Specify the corresponding destination folder.
Check Automatically save new messages from this folder (AutoSave).
Now whenever a new message lands in that folder, it will be saved in the folder you specified.
AutoSave only works when Outlook is running. If a new message arrives directly into that folder when Outlook is closed, AutoSave will not pick it up. To deal with cases like that, also configure a scheduler for the same folder whenever you use AutoSave.
AutoSave is a perfect feature to use in combination with our SimplyFile product. SimplyFile is a much more efficient alternative to filing email messages into Outlook folder using drag and drop.
MessageSave supports automatically saving messages at pre-defined time using the scheduler.
To configure the scheduler:
Open the Scheduler tab. (Advanced Options -> Scheduler Tab).
Follow the directions on this tab to specify:
MessageSave implements an Outlook custom rule action. This means that MessageSave can be called from an Outlook rule. You can create rules to automatically save new messages which match a set of criteria you specify. This woks on both received and sent messages.
To create a rule with MessageSave:
Create an Outlook rule that matches the messages which you would like to save. See the Microsoft website for instructions on creating rules.
In the “What do you want to do with the message?” step check the “perform a custom action” option.
Click on “a custom action” hyperlink in the “Rule Description” window.
Select “MessageSave” in the “Choose an action to be performed” drop-down box.
Click “Change...” button.
Select the options you would like to use for this rule.
These options are specific to the rule. Different rules can have different options. For example, you can have multiple rules to save different types of messages to different folders.
Click the “OK” button to save the rule options.
Click the “OK” button in the “Select Custom Action” window.
Finish creating the rule as usual.
Please refer to Outlook documentation for details on creating and working with rules.
Using MessageSave rules is an easy way to save every single message you ever send or receive. To do that, create two rules using instructions above. One rule to save messages you receive, the other - for the messages you sent.
We recommend that you use the Use Message Date subfolder naming option in this case, so that your messages are well organized and to avoid accumulating too many messages in a single folder.