You can save your Outlook emails, contacts, and appointments as individual files. Saving these items can help you access them faster and easily later on. It’s a convenient method to back up or share specific messages, or simply make them quickly accessible.

How to Save an Email Message as a File

First, let’s take a look at how to save messages as files in Outlook. This can be beneficial if you want a backup copy of the e-mail on your computer (or to copy to another computer), or if you wish to use the message as a design template for future messages later.

Start by opening the message you want to conserve. In the email window, click on “File” menu on the Ribbon.

Select the “Save As” command.

In the “Save As” menu, navigate to the area you want to save the file, and after that type a name for the file. By default, Outlook names it with the subject line of the message, but you can change that to whatever you want.

You can also conserve a message as various types of files using the “Save As Type” dropdown menu. The default is the Outlook Message Format. If you select that, you can just double-click the file to open it in Outlook again. However, there are a couple of other choices you can select from, as well:

When you’re done, click the “Save” button.

And your message is now conserved as a file.

How to Save an Email Message as a PDF

You can likewise conserve your email as a PDF using Microsoft’s Office built-in PDF printer. Saving as a PDF is a terrific way to conserve a backup copy of a message that you’ll have the ability to check out with all the proper formatting.

In the message window, click the “File” menu on the Ribbon.

Click the “Print” command.

Click the “Printer” dropdown menu, and then select the “Microsoft Print to PDF” option.

Keep in mind that if you’ve got another PDF-creating app set up on your computer (or if you’re utilizing macOS), the choices here may be various. For instance, if you have actually Adobe set up, you’ll likely see an “Adobe PDF” option. That will work just as well.

Next, click the “Print” button.

In the “Save PDF As” window that opens, choose where you want your PDF to be conserved, type a filename, and then click the “Save button.

You have now conserved your email as a PDF.

And do note, that since you’re simply printing to a PDF rendering engine, that very same trick works exactly the same method for conserving any product in Outlook (contacts, appointments, and so on) to PDF.

How to Save a Contact as a File

You can likewise save contacts as files using Outlook. It works almost the like saving messages, and can be useful for backing up private contacts, or moving them to a brand-new computer. Contacts are also saved as Vcard Files (CVF)– a format utilized by great deals of other apps that deal with contacts. This also makes it easy to move a contact to another app, or to send out a contact’s information to someone else so that they can import it into whatever app they utilize.

From the Contact window, click “File” on the main ribbon.

Click the “Save As” command.

In the “Save As” window, browse to where you want the contact file saved, and alter the name if you desire.

Just like with messages, you can pick a couple of various file formats here from the “Save As Type” dropdown menu:

When you’re done, click the “Save” button.

You have now saved your contact as a file.

How to Save an Appointment (or Your Whole Calendar) as a File

And much like with other Outlook products, you can also save your appointments as files. While it’s not nearly as beneficial to support saved copies of specific consultations, Outlook does support the vCalendar standard, implying that you can save a consultation, send it to someone else, and they can then import it into a various supported app.

Open the consultation you desire conserve. In the consultation window, click the “File” menu on the Ribbon.

Click the “Save As” command.

Browse to where you want to save the appointment file, and then provide it a name.

Just like with messages and contacts, you can pick a few different file formats here from the “Save As Type” dropdown menu:

Select if you wish to conserve a single visit or your entire calendar. Conserving your whole calendar will save all the information in your current Outlook calendar.

When you’re done, click the “Save” button.

And you have now effectively saved your consultation or calendar.