Using MailDex Advanced Email Search Queries

Following the indexing of your emails in Encryptomatic’s MailDex email viewer, there are two basic methods to help you discover the emails you want to find: Quick Search and Advanced Search.

To do a quick search, enter the string you want to search for into the Quick Search box.

A screen image showing the MailDex Search panel. "Calico Cats" is entered into the Search box, as an example of text to search for.

Text matching your search query within the email body will be displayed in the Email List.

Sometimes you want to perform a more complex search query that strings together multiple criteria, but perhaps not other criteria. Advanced Search is performed by click on “Advanced Search” in the Search tab.

A screen shot of the Search tab in Maildex with the "Advanced Search" button highlighted.

Advanced Search opens a new box on the MailDex main screen from which you can build more complex email search queries. You can also save the queries for repeat use later, or on a different set of email messages. In this example, we have created a search query that requires a specific email address in the Sender field, as well as a specific email address that appears either in the email’s Recipient field, or the CC Recipient field. This was done by clicking the “Add Clause” button. We can add as many criteria as necessary, using AND, OR, AND NOT qualifiers.

The Advanced Search box, showing functions:  Add Clause, Add Group, Remove, and Find.
Also shown is Save, Save as New, Delete. A sample search query is showing whereby the search requires a specific Sender, a Specific email address in the recipient field, OR a specific email address in the CC Recpients field.

When the search criteria is as you need it, you can click “Save as New” to add this search to the drop down list. The search can then be recalled for future use by choosing it from the drop down list.

Click the “Find” button, and MailDex will begin to search the selected Index project for emails that match your search.

Screen image showing an email in the top frame and more than a dozen other matches in the lower list panel.

For more information on the MailDex search feature, you can view the product manual section on email search, here!

Attorney Question: How to Save My Admin’s Time?

Today an attorney wrote us with a question about MailDex’s email-to-PDF capabilities:

I have a case with literally tens of thousands of .msg email files in raw format. I have had my admin assistant slowly going through each .msg file, converting them to pdf’s.

Does MailDex permit me to convert those .msg files into pdf’s and organize them?

W.B., FL, USA.

The answer is, yes! this is exactly the kind thing that MailDex helps office workers with every day, and does very well.

By indexing the “tens of thousands” of emails in MailDex, your assistant will be able to quickly search through them to assemble a useful set of emails and documents.

This refined set of emails can then be bulk exported to PDF documents.

The PDF documents can be further distinguished by applying a custom scheme to the file names. For example, the file name could begin with a case number, followed by a selection of email meta data, or even an incremental number.

Imagine how much work MailDex will save you and your assistant over manually opening each email. With 10,000 emails, its easy to imagine a minimum savings of a full day of work, at least.

Its also important to note that most PDF printers do a poor job while converting an email to a PDF document. PDF printers are designed for standard print operations, not parsing a document as complex as an email. MailDex was built specifically for this purpose, and excels at email file attachment handling during PDF conversion. With MailDex, you can integrate most file attachments into the PDF image; you can embed the file into the PDF document; you can extract the document to the hard drive; or you can ignore the attachments. All in a single operation.

There’s many ways that MailDex helps law offices and legal assistants do their work more efficiently, saving you and your clients money.

Try MailDex free today!

Preserve Your Family Email Messages with MailDex

In the days before email messages, family members would send letters through the postal service. These letters, if cared for correctly, could last decades or even hundreds of years. Email helped precipitate the decline of letter writing because sending an email is easy, fast and free. But email are ephemeral, and are at risk to lost.

Vint Cerf, the co-inventor of TCP/IP protocol, opined to The Guardian, “We don’t want our digital lives to fade away. If we want to preserve them, we need to make sure that the digital objects we create today can still be rendered far into the future.” But every day, millions of personal and business emails vanish forever, or wind up in a bin of electronic information that is so complex and deep that it becomes worthless for understanding our pass or extracting useful information.

MailDex by Encryptomatic LLC is a Windows software application that helps you preserve an search your personal email history. It allows for an unlimited number of emails to be added to an unlimited number of projects.

MailDex, the Multi-Format Email Viewer/Search Tool

MailDex is available from the Windows Store, or directly from the publisher. Once installed, just click “New” to begin a new email archiving project. For example, you might want a project for your personal emails, and another project for your work emails.

Next, add the emails you want MailDex to archive for you. You can add a folder with emails, or add individual email files. MailDex can import emails from virtually any email client, including Outlook .pst and .ost files, Thunderbird mbox files, or individual .eml, .emlx, .msg and .mhtml files.

MailDex doesn’t ever send any information about your emails back to the software publisher, preserving your privacy. All of the archiving and storage of your emails occurs on your local computer.

After the short archiving period is completed, you can now search through your emails to find those that are important to you. MailDex also has powerful redering and export capabilities. It lets you accurately view email messages, and then export them to other more convenient formats, such as PDF, PNG, or JPG images. You can also export the content of the emails to an Excel spreadsheet, Word documeent, or even a XML file. Allowing to view and export emails lets you separate the email content from the email client software.

MailDex is used in many different situations. While it’s great for archiving personal emails, it has found a use in businesses, governments, museums, law firms, litigation discovery firms, even a presidential library, and many other situations.

Give MailDex a try! It’s free for 15 days followed by a full 30 day money back guarantee! There’s no risk. Let MailDex help you with your email problems today!

This content was created by Encryptomatic LLC, the publishers of MailDex.

MailDex Email Viewer/Converter Has Been Updated! Get Version 1.5.13

We are working every day to improve MailDex and make it more helpful to your work with email. In this release, we worked with customers to solve some issues caused by malformatted email content. We also added a number row, improved the GUI glitches, and fixed a printing bug.

MDX-442 Add a number colum

MDX-444 Printing and Print preview are not working properly
MDX-443 Single Word file causes an error
MDX-441 Site License package displays an error when exporting
MDX-440 Mail opening in a new window may not display some message content
MDX-438 Problem interacting with some attachments from the main application
MDX-437 Some attachments may not display nor export as shown
MDX-435 Unable to save elements in custom naming schema
MDX-101 Unable to Read File Error message resolved
MDX-43 Improved an issue with mail files content taking too long to display

MailDex is a powerful, multi-format email viewer, formatter, and search system for Microsoft Windows. MailDex helps you view emails formatted as Outlook .pst, .ost, .msg, and .eml or .mbox files. Import emails into a MailDex index for fast searches. Export selected emails or entire files to PDF and other useful formats. Emails formatted to PDF can have attachments included in the image, or embedded within the PDF file.

MailDex is free to try, or just $129 for a perpetual license and a year of updates and support. Using MailDex as your first-pass email discovery tool can save you thousands of dollars on professional services.

Get the MailDex update or learn more about MailDex on the product’s home page.

Indexing Email File Attachments with MailDex.

With the release of MailDex 2021, it became possible to index many common file types that are often attached to email messages.

Indexing email file attachments begins with first creating a new MailDex indexing project. From the mail tab, click “New”. This will bring up the “New Project” window. This is where you can you select “Index Attachments.”

Name your project, and then click “Ok.”

Now any emails with file attachments that are added to your new project will have the files indexed. While searching the index, the results will contain emails that include matches within the file attachments.

Remember that indexing emails will noticeably increase the amount of time required to build an email index, so please allow additional time.

More information about MailDex or a 15 day free trial, visit the product home page:

MailDex 2021 is Now Available

Hi everyone,
I’m pleased to announce that MailDex 2021 is now available. Thanks to Velja and Antonio for bringing this update across the finish line on time.

You can update your software from within MailDex. You can also download the signed file directly from us, the publishers.

What’s in this update?

MailDex can now index most email file attachments, and include them in search results. You can choose whether or not to index file attachments. Indexing attachments will noticeably increase the length of the indexing operation. If attachments are not important, you can finish indexing faster by not including them. We also improved our language translations. There are lots of other improvements, too. I’ve included the full change log for this MailDex update below.

MailDex 1.5.3 – Release notes
Release date: 11/5/2020

New Features:
MDX-389- Added search results control bar in settings
MDX-385 – Added Indexing with attachments and without (per project)
MDX-392 – Added emails display limitation

MDX-395 – Language improvements
MDX-402/MDX-390 – Improved enumeration GUI
MDX-401 – Enhanced project handling
MDX-403/MDX-400 – Improved GUI when closing the program
MDX-398 – Enhanced the settings memory for future upgrades
MDX-396 – Improved attachment exports
MDX-394 – Improved GUI in the settings menu
MDX-391 – Improved handling of unstable .pst files

MDX-387 – Fixed the handling duplicate files (per project)
MDX-384- Fixed the handling of attachments with VB Macros
MDX-380- Fixed the custom naming schema
MDX-388- Re-enabled project renaming

Convert Emails to PDF Files with MailDex.

Download MailDex 15 day free tria.
15 Day free trial.
Convert emails to PDF with MailDex.

MailDex software for Windows by Encryptomatic LLC helps you work productively with email production. Use MailDex to create indices of email messages. Search an index to discover relevant emails. Convert emails to into PDF documents. MailDex can convert emails to PDF in bulk or individually.

One of the things that MailDex does better than any other email-based production packages is accurately render emails into PDF documents.

MailDex provides numerous options that decide how emails are rendered, and how file attachments are handled.

With MailDex you can choose to convert common file attachments as part of the PDF document image, or embed the attachments within the PDF so they can be extracted later. Embedding email file attachments within the PDF improves transportability of the document and preserves the contextual relationship between the email message and the file attachment.

Supported Email to PDF Conversion Formats









Email to PDF Conversion Options

  • Email to Single PDF
  • Multiple Emails to Single PDF
  • Multiple Emails to Multiple PDF’s

Email Attachment processing options include:

  • File attachments embedded within the PDF
  • Attachments converted into PDF image
  • Attachments extracted to a folder
  • Attachments ignored and not processed.
  • Only Extract attachments

Naming PDF Files

MailDex allows you to give a special naming convention to PDF documents created from emails. You can use many different portions of email metadata to provide a name scheme, including subject, sender, receiver, date, or even apply a sequential number.

MailDex gives you control over PDF naming.

Configuring PDF Page Size

MailDex gives full control over PDF document page size

By editing the export profile (for example Single PDF – Attachments Embedded), you can change the page width, height and orientation of the PDF document.

Create your own customized MailDex export profiles. For example, if you need PDF images that print to legal page size, simply change the page size to legal.

This video from our support team shows the process of converting email to PDF. Although it focuses on OLM to PDF, the process is the same while converting from of the supported email documents to PDF.

Download MailDex 15 day free tria.
15 Day free trial.

Export Email to XML with MailDex

MailDex 2020 updated today with a new feature we want to introduce you to. You can now export emails to XML files.

There are several variations of XML export feature that you can begin using immediately. Choose among export profiles that will save your email to a single XML with attachments base64 coded, export email to a single XML file with attachments, export email to XML with attachments saved to disk, or export email to single XML with attachments saved to disk.

To export email as XML files, choose the export profile that best fits your project.

How to export email to XML

In MailDex 2020, go to the Export tab. From the drop down list, choose the XML export profile that best fits your project.

Next, choose the email or emails you want to export to XML. They are selected when they are highlighted in the mail list.

Click the “Export” buton. You may be prompted to enter a file name, depending on which export profile you selected.

MailDex will then convert the selected email(s) to XML format.

Email converted to XML

If you have any questions about this feature, please post them below, or contact us via live chat.

Exporting Emails to Files with a Custom Naming Scheme

MailDex software by Encryptomatic LLC is a multi-format email viewer with indexing and conversion functionality.

You can use MailDex to create a searchable index of Outlook .pst, .ost, .msg, emails, as well as .mbox and .eml email files.

MailDex also lets you convert emails to PDF and other file formats. These files can be given a custom name that includes information from the email. For example, you may want the file name to include the email address of the sender, or the received date, or the subject.

MailDex setup page for creating a custom naming plan for exported email files.
MailDex lets you customize email file names during export operations.

To access this setting in MailDex, go to Export > Edit profiles.

Select ‘File Naming Schema.’ The ‘Export File Naming Schema Editor’ window will appear.

You can drag the elements into any order you wish. You can also add text directly to the element file.

Elements with a small down arrow on the right side can be clicked on to view additional settings.

Custom file naming schema for email with MailDex. Drag and drop elements.
MailDex Export File Naming Schema Editor.

When you have your naming scheme constructed as you want it, click OK to save.

Remember that file naming schema can be set for each export profile. You can have as many export profiles as you need.

For example, you could have a PDF export profile that always exports file names with the sender’s email address and sent date. You could also have another PDF export profile that exports files with the recipient’s email address and subject.

We hope this helps give you an idea of how to use MessageExport’s file naming capabilities. Let us know how MailDex helps you in your work, and how we can make it even better for you.

How to Search Email File Attachments

Search common email file attachments with MailDex

MailDex by Encryptomatic LLC is a Windows software application that indexes email content, including Outlook PST, OST, MSG and MBOX, EML email files. People use MailDex to search and organize email content. It can also be used to export email content to different text formats (txt, html, csv) and image formats like PDF, GIF, JPG, TIF, etc.

A popular use for MailDex is to search within some email file attachments for a match to a text string.

To follow along with this tutorial, download a 15 day free trial of MailDex.

MailDex download page and installer.
Download the MailDex installer for a 15 day free trial.

After installing MailDex, you will need to create a MailDex project. You can have as many projects as you like, and projects can be created or deleted as necessary.

Projects make it easy for you to organize email content. For example, if you ware working on three different legal cases, you would want to keep email content separate and unmingled. In this case, create three different projects, and delete them when your work is completed.

After creating a project, you can add email content to it. MailDex begins indexing email content as soon as you add it to a project. Indexing usually doesn’t take very long. MailDex generally indexes at a rate of about 12,000 emails per minute, however the time will vary depending on whether emails are text, html, rich text, and whether there are parts of the email that are hosted remotely.

Import Emails and Create a MailDex Indexing Project.

When MailDex has finished indexing your emails, you can begin to search them by going to the “Mail” tab.

The simplest way to search email for a string is to type in in the search box.

Quick search box on the MailDex “Search” tab

Simple search will look for your search term in the text of the emails. To search for text inside of email file attachments requires Advanced Search.

Click the “Advanced Search” icon from the MailDex search tab.

Here is where you can build complex searches based on a number of different matching or exclusionary criteria. You can also specify the content that MailDex will search, such as subject or sender fields, date ranges, matching AND or OR, and file attachment name, or file attachment content.

Searching email file attachment content

Save your Advanced Search settings for future use. Click “Find” and MailDex will search your email file attachments. Any hits on your search will appear in the email list.

If you have any questions about searching email file attachments with MailDex, please post them in the comments or use live chat on this web page to reach our support team. You can also call us directly by phone at +1-701-566-6731 x1

Happy searching!