Archives Banner

E-mail in Outlook 2016

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

Outlook: Archiving E-mail: How to move e-mails 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 e-mails according to retention rules, categories, time, or other criteria.

E-mail Searching (KnowledgeBase): Improve your ability to find e-mails in your account, including using search operators (date, category, from, etc.)

Save Individual E-mails to a Hard Drive Or File Share: 3 ways to do it


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

Save as Text

  1. Select any e-mails you want to save.
  2. In the File Menu, select “Save As”. Select the folder you would like to save the e-mails to and enter a memorable file name.
  3. The e-mails 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 e-mails 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 computer for this option to appear.)
  3. Click print and save with a memorable file name. The e-mails 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.