No wonder emails are one of the best ways to communicate and share details. Microsoft paid, and free tools are considered a safe choice for email communication. MS Outlook is one of Microsoft’s most popular email clients, with over 400 million users worldwide. Outlook supports 3 file formats for sending emails, HTML being one of them. This article will discuss ways to convert Outlook email to HTML file format. We discuss two approaches to moving Outlook emails to HTML. We hope that you find these solutions helpful to achieve your conversion goal.
File Formats Supporting by Microsoft Outlook
Do you know Outlook supports three file formats when it comes to sharing emails? All of them work differently. Let’s discover the details of these formats.
HTML: Did you know HTML is one of the most common file formats supported for sending emails? Users like the Hypertext Markup Language because it offers customization of emails. You can change the font style, highlight text, add a paragraph, and many other things. When you choose to send emails in HTML format, you can also send attachments with them.
Rich Text Format: Users like the Microsoft Exchange format when they send emails from Outlook to Microsoft Exchange. In this context, you don’t need to do anything because Outlook automatically converts your email into rich text format.
Plain Text format: If you are not looking for any customization in your emails, Plain Text format is an option. However, it’s important to note that this format doesn’t allow for text formatting like bold or highlighting, and you can’t send attachments either. When you analyze these three file formats, you will find HTML and RTF more supporting and helpful than the Plain Text Format.
Reasons to Change Outlook Email to HTML
Now, you must want to know why Outlook users convert their plain text to HTML format.
- Do you know the most common reason users move Outlook email data to HTML is its compatibility? HTML is one of the most common file formats and is compatible with any email client and device with web browsers.
- One of the key advantages of HTML format is its ability to provide real-time access to data, even without an internet connection. This feature can be handy when you need more network coverage to prevent you from opening your Outlook data.
- One of the greatest concerns when moving Outlook emails to HTML is preserving the email format. HTML can keep the file format intact. Fonts, colors, headings, text formatting, and images don’t change.
- Another advantage of the HTML format is its flexibility for editing. Unlike some other formats, HTML allows you to make necessary changes to the content presentation, giving you more control over how your emails appear.
- HTML offers excellent compatibility. Unlike the RTF file format, HTML supports all devices and web browsers, making it a flexible file format for downloading.
Also read: Open Outlook Emails in Chrome Browser
How to Move Outlook Email to HTML Format
When it comes to converting Outlook emails to HTML format, you have two choices to consider. One is a manual solution and the other is a third-party application.
Manual Solutions to Move Outlook Emails to HTML Format
There are some limited manual options to move Outlook emails to HTML file extension. We have provided the most practiced and safest way to transfer Outlook emails to HTML.
- Access Outlook and the target account to move data from plain text to HTML format.
- After that select the email that you want to save in HTML format.
- In the File menu, select the Save As option.
- The “Save As” wizard will open, select an appropriate location to save the email, and select HTML file format in the file type.
- Now, press the Save button. In this way, Outlook will save the desired email in an HTML file extension. The following email is now ready to access any email client, web browsers, development tools, and devices.
Limitations of the Manual Method:
The above manual method is safe to practice but has some downsides that you must know.
- This manual method requires MS Outlook installation. At the same time, PST file format health must be excellent. In other words, the file must be accessible.
- In this manual method, you can target only one email at a time. Hence, the process is time-consuming. If you have a bulk of emails to convert to HTML, the following process will consume time.
- It requires a backup of the target emails because data loss may occur.
An Automated Solution to Move Outlook Emails to HTML Format:
Among all types of tools available for conversion, one of the most popular choices is the Softaken PST Mailbox Converter. This sophisticated application can automatically move Outlook for emails into HTML format without losing structure and properties. The tool is valuable for individuals and commercial users.
Here are the features that the automated solution offers.
- It is a safe alternative to move PST files to HTML within a few clicks.
- It allows users to send emails with attachments.
- During conversion, the tool preserves format, text, hyperlinks, and other properties.
- It can export single or multiple emails of PST to HTML.
- It allows users to send multiple PST files, saving time and effort.
- The migration process doesn’t need prior installation of MS Outlook and any other apps.
- The app manages to export unlimited PST data to HTML without losing properties.
- It has an interactive interface and needs no specific technical skills to operate.
- It is a lightweight and reliable program to use.
Steps to run the program to move Outlook emails to HTML swiftly
- Download and launch the application on your Windows system
- Now, click on the “Browse” button and select the required Outlook files
- After that, select specific folders that you want to move from the preview panel
- Now, choose the file format HTML for conversion
- Finally, press the “Convert Now” button to complete the process
Conclusion
Overall, conversion from Outlook emails to HTML is easy manually and automatically. However, a manual process is recommended when you have a few emails to move HTML. If your requirement is in bulk, a safe solution is a third-party application that ensures high-quality conversion without losing properties.