Save a message

Microsoft Office Outlook 2007 gives you several options for saving an e-mail message. For instance, a message that you received can be saved as a file on your hard disk drive, or a message that you are composing can be saved as a draft and finished later.

For information on moving a message to another folder, archiving Outlook items, or backing up all of your Outlook data, see the See Also section adjacent to this article.

What do you want to do?


Save a received message as a file

  1. Click the item that you want to save as a file.
  2. On the File menu, click Save As.

 Note   If you have opened the message and it appears in its own window, click the Microsoft Office Button Button image, and then click Save As.

  1. In the Save in list, click the location where you want to save the file.
  2. In the File name box, type a name for the file.
  3. In the Save as type list, click the file type that you want.

Top of Page Top of Page

Change the default file format for saving messages

Office Outlook 2007 supports Unicode, a character encoding standard that enables almost all of the written languages in the world to be represented by using a single character set. If you work in a multinational organization or share messages and items with people who use Outlook on computers that run in other languages, you can take advantage of Unicode support in Outlook.

If you want to save your messages in a Unicode encoding by default, do the following:

  1. On the Tools menu, click Options.
  2. On the Other tab, click Advanced Options.
  3. Select the Use Unicode Message Format when saving messages check box.

Top of Page Top of Page

Save a received message as a Microsoft Office Word document

Outlook 2007 cannot save an e-mail message directly as a Microsoft Office Word document file. However, you can copy the contents of a message to a Word document.

You can copy only the message body or also include the header information. The header information includes the From, To, Cc, and Subject line information.

Copy the message body

  1. Open the e-mail message or click the message body in the Reading Pane.
  2. Press CTRL+A to select the entire body of the message.
  3. Press CTRL+C to copy the contents to the Windows clipboard.
  4. Open an Office Word document.
  5. Press CTRL+V to paste the contents from the Windows clipboard into the document.
  6. Click the Microsoft Office Button Button image, and then click Save.

 Note   If you are using Microsoft Office Word 2003 or an earlier version, on the File menu, click Save.

Save the header and body

  1. Do one of the following:

 Note   This step places the header information into the message body so that you can copy both in later steps. You will not actually forward the message.

  • If you have not opened the message into its own window, on the Standard toolbar, click Forward.
  • If you have already opened the message into its own window, in the Message tab, in the Respond group, click Forward.
  1. Press CTRL+A to select the entire body of the message.
  2. Press CTRL+C to copy the contents to the Windows clipboard.
  3. Open an Office Word document.
  4. Press CTRL+V to paste the contents from the Windows clipboard into the document.
  5. Click the Microsoft Office Button Button image, and then click Save.

 Note   If you are using Microsoft Office Word 2003 or an earlier version, on the File menu, click Save.

  1. You can close the Outlook window that contains the message content that you copied.

Top of Page Top of Page

Save a received message as a PDF or XPS file

You cannot directly save an e-mail message as a PDF file with Outlook 2007. However, you can use the information in the Save a received message as a Microsoft Office Word document section to save your message in a Microsoft Office Word 2007 format, and then save the new document as a PDF file.

The 2007 Microsoft Office system offers a free add-in to save or export this type of file, but you must first install the add-in before you can use it. For more information about enabling support for PDF and XPS file format in Office Word 2007, see Enable support for other file formats, such as PDF and XPS.

Top of Page Top of Page

Save a message as a template

Use e-mail templates to send messages that include information that doesn't change from message to message. You can compose and save a message as a template, and then use that template every time you need it. Just add any new information before sending the template as an e-mail message.

 Tip   For more information about using templates, see Send an e-mail message based upon a template.

  1. On the File menu, point to New, and then click Mail Message.

Keyboard shortcut  To create a new e-mail message, press Ctrl+Shift+M.

  1. In the message body, enter the content you want.
  2. In the message window, click the Microsoft Office Button Button image, and then click Save As.
  3. In the Save As dialog box, in the Save as type list, click Outlook Template (*.oft).
  4. In the File name box, type a name for your template, and then click Save.

By default templates are saved in the following folders:

  • Windows Vista     c:\users\username\appdata\roaming\microsoft\templates
  • Microsoft Windows XP     c:\documents and settings\username\application data\roaming\microsoft\templates

Top of Page Top of Page

Save a draft of a message that you want to finish later

By default, Microsoft Office Outlook automatically attempts to save any e-mail message that you create but do not send. You can return to Outlook later and find the unsent message.

To manually save a draft of a message, do one of the following:

  • Click Save on the Quick Access Toolbar.

Quick Access Toolbar image

  • Click the Microsoft Office Button Button image, and then click Save.

To return to a saved draft so that you can continue composing the message, do the following:

  • In Mail, in the Navigation Pane, click Drafts, and then double-click the message.

Top of Page Top of Page

Change the time interval or location for saving unfinished items

Microsoft Outlook automatically saves all unfinished messages for you. By default, unfinished messages are saved to your Drafts folder every three minutes. You can, however, change this time interval or location.

  1. On the Tools menu, click Options.
  2. Click E-mail Options, and then click Advanced E-mail Options.
  3. Do one or more of the following:
    • Change where drafts are saved    
      • Under Save messages, in the Save unsent items in list, click Drafts, Inbox, Sent Mail, or Outbox.
    • Change how frequently drafts are saved    
      • Under Save messages, in the AutoSave unsent every n minutes box, type a number from 1 to 99.

Top of Page Top of Page

 
 
Applies to:
Outlook 2007