How to bulk convert Outlook PST files to different format?

A PST file is used by Microsoft Outlook to store the data of an email account, including all messages, contacts, file attachments, and more. You can convert a PST file to save your emails in a different format, one that may be easier to use in other programs.

When you convert a PST file, your emails will exist in a completely different file format which can then be used to view the emails without Outlook. If you are no longer interested in Outlook or if you want to make sure that you can always keep your emails, no matter which email client you use in the future, you need to convert your PST file.

Below are several ways to deal with a PST file, such as converting it directly or extracting emails from it.

Create the PST file first

The first step in converting PST to another format is to export all your emails to the PST format.

  1. Go to File Open and ExportImport/Export
  2. Select Export to a file
  3. To elect Next one
  4. Choose Outlook Data File (.pst)
  5. Click Next one
  6. Select the top folder, above Inbox, to make sure your entire email account, including all subfolders, is backed up. As the Including subfolders option is not checked, check the box before continuing.
  7. Select Next one
  8. Use the To leaf through to select a folder on your computer where to save the PST file.
  9. Select Finish
  10. Optionally, password protect your PST file, then select: Okay to export your Outlook emails to PST format.

Tip: Accidentally deleted something? Learn how to recover deleted emails from PST file.

Decide what size you want

It would be unwise to save your PST file in any other format if you are not even sure what to do next. You could end up with a lot of strange formats that are not compatible with what you want to use the emails for.

  • Is your ultimate goal to save your PST file in your Gmail/Yahoo/etc. account, merged with all your other emails and kept online forever?
  • Do you want your emails to be in PDF format so that you can easily access each email?
  • Are there only a few messages from the PST file that you want to save?
  • Do you just have a very old PST file that you want the emails from, but Outlook is not installed so you can read them?

Once you’ve decided how you want to use your converted PST file, choose an applicable tutorial below.

Merge the PST emails with your existing email account

Follow these steps if you want the emails from the PST file to be merged with your existing email account on Yahoo, Outlook.com, Gmail, etc.

This essentially uploads the PST file to that service so that all the emails from the PST file and your other email account are in the same place on all your synced devices.

  1. Add your email account (eg Gmail, Outlook.com, etc.) to Outlook so you can see all your emails in Outlook. Let it fully sync with your computer.
  2. In Outlook, go to File Open and ExportImport/Export
  3. To elect Import from another program or file
  4. Select Next one
  5. To elect Outlook Data File (.pst)
  6. Select Next one
  7. Find your backed up PST file with the To leaf through knob.
  8. Choose one of the copy options, such as: Replace duplicates with imported items or Do not import duplicates
  9. Select Next one
  10. Choose the folder from the PST file that you want to convert to your existing email account. Selecting Inboxfor example would convert all emails in Inbox.
  11. mark the Including subfolders option if you want to convert those emails as well.
  12. Select Import items into the same folderand then choose which folder you want to convert the emails to.
  13. Select Finish
  14. While the emails are syncing, wait to save the PST messages to your Gmail account (or whatever account you convert them to).

Convert PST to PDF, JPG and other formats

Unfortunately, there are not many free PST to PDF converters that seem to work well. One option is to use a PDF “printer” like NicePDF† Install it on your computer, select the emails you want to save in PDF, and then choose that printer instead of a real one. This method puts all selected emails from the PST file into a single long PDF.

Some other choices are: Kernel for Outlook to PDFCubexSoft Outlook Export (limited to 20 free at a time), PST to PDF Wizard (only the first 25 are free), PST Viewer Pro (first 50 are free), SysTools Outlook PST to PDF (25 conversions are free).

Email Open View Pro is another example that is free for the first 30 days, but it puts a watermark on the document and also forces you to merge all selected emails into one large PDF.

The same program can bulk convert email to an image format, which is very useful, but again, the watermark is preserved unless you pay for it. Supported formats include JPG, GIF, PNG, EMF, and several others.

Another option is to convert the PST file to some EML files, which is a different message file format, but it is compatible with many email clients, not just Outlook. The program linked above can do that for you.

Although this method is a bit time consuming, there is a way to convert your PST file to PDFs where each email is a separate PDF file. To do that, create MSG files from the PST, either by dragging them out of Outlook or using Email Open View Pro (it won’t leave a watermark on MSG files).

Then upload all MSG files to PDFpen to save them as a PDF. This tool is free for converting five in bulk, or you can buy a license to manage more conversions at once.

If you have a Mac, Stellar Converter for PST can save the PST file in MBOX so that you can open the emails with Apple Mail.

Save individual emails from the PST file

If you only have a handful of emails that you want to keep, you don’t need to convert the entire PST file. Choose the messages you want to convert from the PST and follow one of these methods:

  • Drag the email out of Outlook and into a folder. When you do this, the email turns into an MSG file, which you can open onlineor with offline tools like FreeViewer MSG ViewerEmail Open View Proand free opener
  • Open the email you want to save and use the FileSave as menu to save it in TXT, MHT or HTML, three formats independent of Outlook.

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