How To Export One Or Multiple Emails To Word Document In Outlook?

How to export one or multiple emails to Word document in Outlook?AuthorSun•Last modified2025-11-10

In this tutorial, you’ll learn several practical ways to export one or more emails from Outlook into Word documents. Exporting emails to Word is a common requirement for archiving important correspondence, preparing documentation, or sharing formatted messages outside of Outlook. Since Outlook does not directly provide a built-in feature to export emails as Word documents, users often have to rely on workarounds or productivity tools. This article offers step-by-step guidance for different scenarios and requirements.

Export one email to Word document

Export multiple emails to separate Word documents

Export emails to Word using VBA macro

Export one email to Word document

Outlook itself does not offer a direct "Export to Word" function. However, you can convert an email to a Word document by first saving it as an MHT (web page archive) file, and then opening that file in Microsoft Word. This process works well when you need to export a single message including its formatting.

This method is especially suited when you occasionally need to convert just one or two emails, or if you prefer not to use add-ins or scripts. However, for frequent use or batch export, this approach can become repetitive as it must be done one email at a time.

1. Select the email you wish to export. Then click File > Save As.

2. In the Save As dialog box, choose your target folder, enter a file name, and set the Save as type drop-down to MHT files.

3. After saving, go to the folder where you saved the MHT file. Right-click the file and select Open With > Microsoft Word. See screenshot below.

4. In Microsoft Word, use File > Save As (or Browse) to choose where to save your file, and select Word Document in the Save as type drop-down.

5. Click Save. Your email is now converted and saved as a Word document.

Notes and Tips:

• Attachments are not included in the Word file; you need to save those separately if required.
• If your Word version doesn't recognize the MHT format, try opening it from within Word using Open > Browse and changing the file type to "All Files (*.*)".
• Occasionally, very large or complex emails may have slight formatting differences after conversion.
• This method preserves most formatting and inline images, but embedded objects or some advanced elements may not be fully supported in Word.

Export multiple emails to separate Word documents

When you need to export many emails into individual Word files, saving them one by one can be extremely time-consuming. If you frequently need to archive or process multiple emails outside of Outlook—for example, for reporting, sharing, or documentation—a more efficient batch solution is needed.

With Kutools for Outlook, you can conveniently export multiple selected emails into separate Word documents in just a few steps using the Save Selected Emails as Files in Various Formats like PDF feature. This not only saves time but also ensures email formatting is retained, and the process is highly customizable.

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Free install Kutools for Outlook, and then follow these steps:

1. Select all the emails from Outlook that you want to export (hold Ctrl or Shift to select multiple messages). Click Kutools > Bulk Processing > Save Selected Emails as Files in Various Formats like PDF.

2. In the Save message as other files dialog box, specify the target folder. Then, check the Word format option. You may also choose which parts of the email to save in the right-hand section.

3. Click Ok. Kutools will save each selected email as a separate Word document in the chosen location, preserving as much of the original formatting as possible.

Practical Tips:

• If you want to include attachments alongside your Word files, first extract or save the attachments using Kutools batch saving features.
• If you export a very large number of emails, check that your destination folder has enough storage space and that file paths are not too long for Windows constraints.

Advantages: Perfect for frequent use and batch processing; allows for great customization and preserves important formatting automatically.

Disadvantages: Requires installation of a third-party add-in, which may not be permitted in some corporate environments.

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Export emails to Word using VBA macro

For users who prefer a code-based solution or cannot install add-ins, using a VBA macro in Outlook is a flexible option. This approach lets you automatically export one or more selected emails directly into Word documents. It is suitable if you are comfortable with simple VBA scripting and want to customize the exported content or batch process emails within your selected folder.

Some typical scenarios include regularly archiving project-related emails, generating documentation records, or bulk exporting for legal or reference purposes.

Precautions and notes:

• VBA macros may be restricted by Outlook security settings. If macros are disabled, you'll need to enable them before proceeding.
• This macro exports the email body and basic info; attachments are not included by default.
• The resulting Word files will be saved in the folder you specify—make sure you have write permissions there.
• If errors occur, double-check the destination path and ensure Microsoft Word is installed on your PC.

How to use the VBA macro:

1. In Outlook, first select one or multiple emails you want to export in the mail list.

2. Press Alt + F11 to open the Microsoft Visual Basic for Applications editor.

3. In the VBA editor, go to Insert > Module, and then paste the following VBA code into the blank module window.

VBA code: Export selected emails as separate Word documents

Sub ExportEmailsToWordDocs() Dim olSelection As Selection Dim olItem As Object Dim wdApp As Object Dim wdDoc As Object Dim savePath As String Dim WshShell As Object Dim Folder As Object Dim i As Integer Dim fileName As String Dim xTitleId As String xTitleId = "Kutools for Outlook" On Error GoTo ErrHandler ' Get selected emails Set olSelection = Application.ActiveExplorer.Selection If olSelection.Count = 0 Then MsgBox "Please select at least one email.", vbInformation, xTitleId Exit Sub End If ' Use Shell folder picker (works in Outlook) Set WshShell = CreateObject("Shell.Application") Set Folder = WshShell.BrowseForFolder(0, "Select a folder to save Word documents", 0, 0) If Folder Is Nothing Then MsgBox "Operation cancelled.", vbInformation, xTitleId Exit Sub End If savePath = Folder.Items().Item().Path If Right(savePath, 1) <> "\" Then savePath = savePath & "\" ' Create Word application Set wdApp = CreateObject("Word.Application") wdApp.Visible = False ' Loop through each selected email For i = 1 To olSelection.Count Set olItem = olSelection.Item(i) ' Process only MailItem objects If olItem.Class = 43 Then Set wdDoc = wdApp.Documents.Add ' Sanitize subject for file name fileName = CleanFileName(olItem.Subject) If fileName = "" Then fileName = "Email_" & i ' Write content to Word doc With wdDoc .Content.InsertAfter "Subject: " & olItem.Subject & vbCrLf .Content.InsertAfter "From: " & olItem.SenderName & " <" & olItem.SenderEmailAddress & ">" & vbCrLf .Content.InsertAfter "Sent: " & olItem.SentOn & vbCrLf & vbCrLf .Content.InsertAfter olItem.Body .SaveAs2 FileName:=savePath & fileName & ".docx", FileFormat:=16 .Close False End With End If Next i MsgBox "Successfully exported " & olSelection.Count & " email(s) to Word documents." & vbCrLf & _ "Saved in: " & savePath, vbInformation, xTitleId Cleanup: On Error Resume Next wdApp.Quit Set wdApp = Nothing Set olSelection = Nothing Set olItem = Nothing Exit Sub ErrHandler: MsgBox "An error occurred: " & Err.Description, vbExclamation, xTitleId Resume Cleanup End Sub ' Helper to clean illegal filename characters Private Function CleanFileName(strName As String) As String Dim invalidChars As Variant, ch As Variant invalidChars = Array("\", "/", ":", "*", "?", """", "<", ">", "|") For Each ch In invalidChars strName = Replace(strName, ch, "_") Next CleanFileName = Trim(strName) End Function/code>

4. Press F5 in the VBA editor, or assign the macro to the Quick Access Toolbar or Developer tab for quicker access in the future.

5. When prompted, choose the destination folder. The macro will process each selected email and save each one as a seperate Word (.docx) file using the email’s subject as the file name. If a subject contains invalid filename characters, they will be replaced with an underscore. The export includes the sender, email subject, date, and message body.

Tips and troubleshooting:

• If an email’s subject is very long, Windows may block saving the file. In that case, manually shorten the subject in Outlook first.
• If Word does not open or you see an error, make sure Microsoft Word is installed and fully updated.
• This method does not export embedded images or complex formatting—use the Kutools method for higher-fidelity exports if necessary.
• For privacy, verify that you are not overwriting existing files with the same names in the destination folder.

In summary, you now have several effective options for exporting emails from Outlook to Word, whether you only need to convert a single email, batch process many emails with a productivity add-in, or automate the process with VBA code. Each solution has its own advantages: manual methods require no setup but are slower; add-ins like Kutools offer efficient batch operations with greater flexibility; and VBA macros give you complete control if you like customizing your workflow. If one method does not fully meet your needs, you can switch to another approach at any time.

If you experience issues, double-check file permissions, make sure your software is updated, and follow each step carefully. For further automation or integration scenarios, you may consider exporting emails as PDFs, or use other Outlook export features as needed.

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