How to Index Outlook Emails

MailDex software for Windows can index Microsoft Outlook emails that you can easily search using advanced search terms.

You can add different Outlook email file types to your MailDex index, including any .PST, .OST. or .MSG email files.

MailDex email archiver free trial.

Add any number of email files to an index. If your project includes dozens of Outlook PST or OST files, and perhaps thousands of .MSG email files, you can add these different file types to the same MailDex index.

In addition to Outlook emails, MailDex will also read your MBOX and EML email file content.

Creating an Email Index for Outlook Files

After installing MailDex, click “New” to create a new indexing project. Give the project a meaningful name.

Click New to Create an Email Indexing Project.

MailDex can help you locate email content on your computer. Select the “Import Emails” button, and MailDex will search locations on your hard drive where emails are often stored.

When email content is added to your MailDex project, the indexing process will automatically begin and continue until complete. The status of the indexing operation can be seen in the project list.

Email Index Status

How to Search for Email Containing a Specific File Attachment Name

If you are looking for a specific file attached to one email among hundreds of thousands or millions, MailDex can help you.

MailDex has an advanced search capability that allows you to define very specific searches, right down to the name of an email file attachment.

Advanced email search function in MailDex.
Location of MailDex Advanced email Search

Advanced Search is located on the Search tab in MailDex. Click on it to bring up the next menu and define your search.

Search and find email file attachments by file name with MailDex.
Searching for email file attachment by name in MailDex.

Choose the “attachmentfilename” function and enter the file name and click “Find.” All matches will be displayed in the MailDex mail list.

With MailDex, you can search all of your email indices, or just select indices. You can also save searches for future use.

Try MailDex free for 15 days and see how much time it can save you.

Copying Email Fields to a .CSV File

MailDex® email manager by Encryptomatic LLC is a Windows software tool for managing and indexing email content. Use MailDex to quickly search across thousands, or even millions, of email messages.

MailDex email archiver free trial.
Get full details on the MailDex free trial.

MailDex lets you convert emails to a .CSV (comma separated values) file which can then be used in different spreadsheet applications like Microsoft Excel or LibreOffice Calc. Once the email data has been imported to a spreadsheet, it can be manipulated and scrutinized in different ways.

Use MailDex to manage email and convert to CSV files.

One common use case for importing email into a spreadsheet is for graphing and analysis. Another use case is to capture email addresses from archived emails.

Converting email to CSV requires a few basic steps.

First, install MailDex (a 15 day free trial is available for evaluation purposes). Create a “Index Project” and add email content to the project. MailDex lets you add email from many common mail formats, including Outlook .pst, .ost. .msg, Thunderbird .eml files, and .mbox email files common to Gmail, Thunderbird and other email providers.

After the emails are added to a MailDex project and indexed, you create search the content to discover the emails you want to convert to .CSV.

In this example, lets find all emails that contain the word “Snow.” From the “Search” tab, type a term into the search box.

Searching emails with MailDex

MailDex will populate the maillist with all email messages in the index containing this term.

In our example, lets chose ten emails to convert to a .csv file. To choose an individual email, hold the Windows Control button and click on the individual emails you want to convert. Note: To select all emails, click in the maillist and type control-A.

Selecting emails in MailDex

Now that emails have been selected, we can save them to a .CSV file. This is done from the “Mail” tab, where we will select the “Export to CSV” export profile.

Choose CSV export format, then click the “Export” button.

MailDex will prompt us to enter a location and name for the .CSV file. I’ll call mine “emails.csv”

You now have a .csv file you can open in a spreadsheet.

How to open a .csv file in Excel

Here’s what you should know before you open a .csv file containing email data in Microsoft Excel or any other spreadsheet.

If you simply click on the csv file, it may not import correctly. You may find that data fields are not separated.

Importing a .csv file in Excel is easy, but you need to know the simple steps to get the best result.

Open a new Excel spreadsheet (do not click on the email.csv file). Choose the Data tab, then “From Text/CSV,” as in this image.

Opening a .csv file in Excel: Data > From Text/CSV

You will be prompted by Excel to choose an a .csv file. Go ahead and do that.

Importing CSV to Excel

Excel will give you a preview of the data in the CSV file. Notice in our example that MailDex has separated the email data into many different columns, including file attachment file names, from name, from email address, email subject, submit date and time, recipient, etc.

Click Excel’s “Load” button and the email data will be loaded into Excel from the .CSV file created by MailDex.

You are now ready to manipulate the email data in your spreadsheet!

If you have any questions about Email-to-CSV export, please post in the comments below. You can also reach out to the MailDex support team. We will be glad to help you during your MailDex free trial!

Download MailDex Free Trial.
Try MailDex free for 15 days! Continue to the download page for full details.

Saving Emails to a Single PDF Document with MailDex

MailDex email management system by Encryptomatic LLC is a tool for accomplishing unique things with email that might otherwise require several different software packages. One of the many areas that MailDex shines is in converting email to PDF documents.

Download MailDex 15 day free tria.
Try MailDex Free for 15 Days.

Because email messages can either be very simple text documents or very complex rich text formatted documents containing multiple file attachments, converting them to PDF has always held challenges for software that would attempt the job.

Different email-to-pdf projects have different requirements. For example, should email file attachments also be converted into the PDF image, or should they be embedded within the PDF? Will emails be converted to PDF individually, or in bulk? Should there be one PDF document per email, or is it important to store multiple emails in a single PDF file?

Be sure to think through and answer the above questions before beginning any email to PDF conversion project or purchasing software to perform the conversion.

Converting Emails to a Single PDF File

MailDex is often used to produce emails to PDF documents in different settings, including law offices.

One of the MailDex options included standard in MailDex is single PDF creation from multiple emails. MailDex handles this situation two different ways.

First, you can select multiple emails and convert them all at once to a single PDF file.

The second option is to add (or append) individual emails to an existing PDF document. For example, if you are searching or gather emails over a period of time and want to keep them together in single PDF file, this function would allow you continue to add them to the PDF document as your work progresses.

Lets examine how MailDex handles both of these situations.

Bulk Convert Email to Single PDF

How to convert many emails to a single PDF file with MailDex.

Select the emails you want to convert.

Choose the Single PDF option from the export list, and start the conversion process.

Append an Email to a PDF Document

Another way to incorporate multiple emails into a single PDF document is to add them individually. This is done using MailDex’s “Add to PDF” function.

Append a single email to a PDF file with MailDex.

Select the email you want to add to a PDF.

Click “Add to a PDF File”

Choose the PDF file, and MailDex will convert the selected email and append it to the PDF file.

Pitfalls to Avoid in Email to Single PDF Production.

When customers have issues converting emails into a single PDF file, usually it is for one of these reasons.

  1. Under resourced computer.
  2. Not enough hard disk space
  3. Trying to save too many emails to a single PDF

Try to be realistic. A single PDF document with even 100 emails can become quite large. If you are attempting to convert emails from a 25 GB Outlook PST file into a single document, re-think your strategy. Try to find ways to break it up into multiple smaller PDF files.

Also be aware of the resources on your computer. If you are trying to product emails to PDF on a 32-bit Windows XP computer with 2 GB of RAM and an old 50 GB IDE hard drive, you’re going to have problems. High amounts of RAM, 64 bit OS, and a solid state hard drive with ample available storage space will carry the project for you.

We are here to help!

If you have any questions about how MailDex can help you convert emails to a single PDF file before you begin your project, feel free to reach out to our support team for advice.

Good luck with your project!

Forwarding and Replying to Old Emails Using MailDex

MailDex is the place where all of your personal or company emails go to become a productive, useful and searchable archive. MailDex is project-based, which means you can use it to group emails into separate areas, removing completed projects from the index. Use MailDex to manage millions of emails, or just a few thousand important emails.

Replying to an email that has been indexed in MailDex

If you find an email that is appropriate to forward or respond to, MailDex can call your default Windows email application. It will pass the text of the indexed message to your email client.

To forward or reply to an email that has been index in MailDex, first click on the message so it is shown in the viewing pane.

Next, go to the Mail tab and select either Reply, Reply All, or Forward.

MailDex will then pass the text to your default Windows email client. In our example above, we have passed the archived email text over to the popular Thunderbird email client. MailDex will also work with Microsoft Outlook and most other email clients.

MailDex email archiver free trial.

Post your questions below. We’re always glad to hear from you.