Transform MSG Emails to HTML for Accessibility & Archiving

In our current technology-driven environment with its rapid growth and changing nature, exchanging and reading data has reached new heights of importance. Emails will typically have important information that needs to be made available to others who cannot access their email account. A common way to do this is to convert MSG files (the individual messages from Microsoft Outlook) into an archived, easily accessible format and store those messages in HTML format rather than risking losing valuable information that can never be found again after conversion. This article outlines both why MSG to HTML conversions are necessary and the methods for performing the conversions on each individual email message using the step-by-step method outlined below.

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Why Converting MSG to HTML Is Important

1. Universal Accessibility

Any online browser on Windows, macOS, Linux and mobile devices can open HTML files; therefore Outlook is not necessary.

2. Web Publishing Ready

Email content can be directly published to a website, blog, knowledge base or corporate wiki by converting MSG files to HTML while maintaining hyperlinks, text formatting and graphics.

3. Long-Term Archiving

HTML files are future-proof. Unlike MSG files, which rely on Outlook compatibility, HTML emails can be read for decades and support email archiving for business or personal records.

4. Searchable Format

HTML is text-based, making it easily index able by search engines or internal knowledge management systems. This is essential for creating a searchable archive of MSG emails.

5. Lightweight and Shareable

HTML files can be shared instantaneously without the need for additional software and are smaller than MSG files.

Manual Method: Step-by-Step Guide to Converting MSG to HTML

Using Microsoft Outlook, you can convert MSG files to HTML as follows:

Steps:

• Double-clicking the MSG file will open it in Outlook.
• Go to the tab for files.
• Choose Save As in the sidebar.
• Choose HTML from the dropdown menu for "Save as type."
• Choose your preferred destination folder.
• Click Save.

Advantages

• Easy and built into Outlook
• Maintains formatting
• Less effort

Disadvantages

• Works only for one file at a time
• Requires Outlook
• HTML files do not include attachments.

Method 2: Convert using a web browser (drag-and-drop method)

This method uses your browser rendering capabilities. It cannot work perfectly for all emails, but it can be useful.

Steps:

• Launch Outlook for Microsoft.
• Drag the Outlook MSG email to a system folder.
• From the folder, drag the MSG file into a web browser window.
• The browser will display the message in a legible format.
• On Windows, press Ctrl + S; on Mac, press Command + S.
• After choosing HTML only and the webpage, click Save.

Advantages

• Fast and easy
• No special software is required other than a browser.

Disadvantages

• Some emails will not display correctly.
• Formatting may vary.
• Not suitable for bulk conversion

Method 3: Print to PDF then convert PDF to HTML

Steps:

• Open the MSG in Outlook → Ctrl + P → Microsoft Print to PDF.
• Save the PDF file.
• Use a PDF-to-HTML converter to create an HTML file.

Advantages

• Captures the visual layout
• Useful if HTML saving is not available

Disadvantages

• Requires multiple steps
• Formatting may vary.
• Not efficient for multiple emails

Automated Conversion for Professionals and Bulk Needs

Manual techniques are useful for small-scale conversions, but they become impractical when handling hundreds, thousands or even dozens of MSG files. Automation saves a lot of time and produces reliable outcomes for companies, legal departments, digital archivists and IT specialists.

The usage of a specialized application (like WholeClear MSG to HTML Converter) is very effective for high volume and complex email transfers. This application allows you to batch-convert multiple MSG files into HTML format, preserving the structure of the email as well as its attachments.

Here an example of how this application is typically used

Step 1: Download and Install

• Download and install the software from the official website.

Step 2: Add MSG Files

• Open the software.
• Select Add Files (Single) or Add Folders (Multiple).

Step 3: Choose Output Format

• Select HTML as the output format.
• Specify the destination folder.

Step 4: Convert

• Click the Convert button.
• The software will convert your MSG files to HTML.

Step 5: Access the Files

• Go to the destination folder and open and verify the HTML files.

Benefits of Using a Professional Converter

1. Batch Conversion: Convert hundreds or thousands of MSG files in minutes.

2. No Outlook Dependency: Many professional converters work without Outlook installed.

3. Formatting Preservation: Preserves fonts, layout, inline images and hyperlinks.

4. Attachment Handling: Some tools extract attachments separately or embed them in HTML.

5. Quick and simple: great for Business Workflows or IT Administrators.

Most Frequently Asked Questions (FAQs)

Q1: Is it possible to convert MSG files into HTML without having a copy of Outlook on your computer?

You can convert MSG files into HTML format using a file converter that does not require Microsoft Outlook to be installed on your computer.

Q2: Will the original email attachments still be included in the converted HTML document?

Indeed, the majority of converters allow attachments to be included throughout the conversion process.

Q3: Can I convert multiple MSG files at once?

Absolutely! Most dedicated converters support batch conversion, which saves time for large email collections.

Q4: Will email formatting be preserved?

Yes, formatting—including fonts, images, links and signatures—is retained in the HTML output.

Q5: Is it safe to use a converter for sensitive emails?

Yes, reputable converters run locally on your computer, so your data remains secure and is not uploaded to any online servers.

Conclusion

There are several advantages of converting MSG files to HTML for online publishing, legal compliance, accessibility, archiving and documentation. Although Outlook built-in Save As feature is useful for little activities, bulk or professional operations cannot benefit from it. Automated tools, which provide accuracy, speed and convenience, are unique in this regard. MSG-to-HTML conversion guarantees that your emails will be useable, searchable and accessible for a very long time, regardless of whether you work for a big company, an IT department or an individual.