How to Save an Email Message Using 'Save As' in Outlook?

To save an email message using the 'Save as' function in Outlook, you need to select the message and then use the 'More actions' menu in the message header.

Saving emails allows you to store important messages outside of your Outlook inbox, making them easily accessible for future reference or backup. This process is straightforward and can be done directly from your message list or when the message is open.

Steps to Save an Email Message as a File

The process involves selecting the desired message and accessing the 'Save as' option. Here are the steps based on the provided reference:

1. Select the Message: From your message list, select the email message you wish to save. This will typically open the message in the reading pane.
2. Open the Message (Optional): Alternatively, you can double-click the message to open it in a new, separate window.
3. Find More Actions: Look at the message header. Within the header area, you will find a section or menu for 'More actions'.
4. Select 'Save as': From the 'More actions' menu, select the Save as option.

Reference Information Used:

• "From the message list, select the message you want to save so it opens in the reading pane, or double-click the message to open to open it in a new window."
• "From the message header, select More actions Save as."

What Happens When You Save an Email?

When you select 'Save as', Outlook will typically open a dialogue box prompting you to choose where you want to save the file on your computer and what you want to name it.

• File Format: By default, Outlook often saves email messages in the .msg format. This format preserves the email's original structure, including sender, recipient, subject, body, and attachments. You might also have options to save as .txt (plain text), .html (web page), or other formats depending on your Outlook version.
• Saving Location: You can choose any folder on your computer or network drive to store the saved email file.

Why Save Emails Using 'Save As'?

There are several practical reasons to save emails outside of Outlook:

• Archiving: Create local backups of important conversations or records.
• Sharing: Easily share a specific email with someone who doesn't have access to your mailbox.
• Offline Access: Access key emails even when you're not connected to your mail server.
• Legal/Compliance: Save emails in a non-editable format for legal or compliance purposes.

By following these steps, you can effectively save individual email messages from your Outlook account to your local storage using the 'Save as' feature.