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E-mail in Outlook 2016

Outlook, Microsoft’s Email client currently in use by UWM, has a number of tools that can help you organize, manage, and archive your key records email. Check out some of the links below for some helpful hints, read an excerpt from the Email Records Management workshop handout, and watch this page for updates!

Outlook: Archiving Email : How to move emails for long-term or permanent retention out of your Inbox and onto your computer for storage or sending to the archives.

Outlook: Using Inbox Rules to sort e-mail: A primer on some of the more useful rules to allow you to automatically classify and sort your emails according to retention rules, categories, time, or other criteria.

Email Searching (KnowledgeBase): Improve your ability to find emails in your account, including using search operators (date, category, from, etc.)

Sweep Function (KnowledgeBase): Manage incoming email quickly with this button available by default in your inbox.

Save Individual Emails to a Hard Drive Or File Share: 3 ways to do it


  1. Select any emails you want to save (Ctrl-click to select multiple; Shift-click to select ranges)
  2. Either copy and paste or drag to the folder you want to save to
  3. That’s it! (NOTE: These emails won’t be threaded, and you can only read them in Outlook Desktop)

Save as Text

  1. Select any emails you want to save
  2. In the File Menu, select “Save As”. Select the folder you would like to save the emails to and enter a memorable file name.
  3. The emails will all be saved to a single plain-text file. This is useful for portability but won’t preserve any formatting or attachments

Save as PDF

  1. Select any emails you want to save
  2. In the File Menu, select “Print”, then in Print Preview select “Adobe PDF”. (NOTE: You must have the full version of Adobe Acrobat on your computere for this option to appear.)
  3. Click print and save with a memorable file name. The emails will all be saved to a single PDF document. This document is portable, preserves formatting (including links), and indicates the presence of attachments, but does not save the attachments themselves.