How to Convert Outlook Email to HTML? – Step-by-Step Guide

User Query: I have several important emails in Outlook that I need to archive as HTML files for easier viewing and sharing on a website. How can I Convert Outlook Email to HTML format efficiently? Are there any tools or step-by-step guides you recommend for this process?

This technical guide provides a comprehensive solution to convert PST to HTML, covering both manual and automated methods. We’ll cover both manual and automated methods to ensure you have a complete solution. Read this tutorial in full to learn how to Convert Outlook Email to HTML effortlessly.

With over 500 million users, Outlook is one of the most popular email applications globally. It offers robust email management features and is known for its strong data protection. Additionally, it integrates seamlessly with other Microsoft suite applications, enhancing productivity. By default, Outlook uses the HTML format for sending messages but also provides options to send emails in plain text and rich text formats, catering to various user preferences.

HTML format refers to the encoding of email content using Hypertext Markup Language (HTML). Apart from this, It allows for the inclusion of rich text, images, links, and styling elements with an email. Unlike plain text format, which contains no formatting, HTML emails can include visual elements such as fonts, colors, tables, and interactive components, providing a more visually appealing experience.

Benefits of HTML Over PST for Different Scenarios:

Aspect	HTML Format	PST Format
Definition	A file format that contains structured email data in HTML, used for displaying emails in browsers.	A proprietary file format used by Microsoft Outlook to store email data, including emails, contacts, calendars, etc.
Access	Can be opened in any web browser.	Requires Microsoft Outlook or a compatible viewer.
Data Type	Stores individual emails as web pages with all formatting.	Stores a complete set of Outlook data (emails, contacts, calendar, etc.).
Portability	Highly portable, can be shared and viewed across platforms without special software.	Requires Outlook or compatible software to access the contents.
File Size	Smaller file size, storing one email at a time.	Can be large, storing the entire Outlook data.
Usage Scenario	Ideal for sharing or embedding individual emails on websites, or archiving formatted emails.	Used for backup, migration, and full email data management within Outlook.
Backup	Suitable for archiving specific emails or content.	Complete backup of entire Outlook mailboxes and data.
Interactivity	Retains interactive elements like hyperlinks and images when viewed in browsers.	Contains static data for Outlook management.
Security	Less secure on its own; HTML can be edited easily.	Encrypted and secure within the Outlook environment.

As we have seen, HTML is much better than PST files. Now, the query arises:

Why Do Users Prefer to Convert PST to HTML Format?

• HTML files can be easily opened in any web browser without the need for specialized software like Microsoft Outlook, making them more accessible across platforms and devices.
• HTML files are universally accessible and compatible with any operating system, providing flexibility that PST files which require Outlook to access it.
• HTML can be easily shareable on email, cloud storage, or directly embedded into websites, offering a simpler way to distribute content as compared to bulky PST files.
• HTML files retain the original formatting and structure, including fonts, colors, images, and links.. Which is important for archival purposes and record keeping.
• HTML files typically have smaller size than PST files, making them a more convenient way for long term storage of specific emails.

How to Convert Outlook Email to HTML Using Outlook Native Feature?

If you want to switch Outlook to HTML then you need to follow the guidelines as we have stated below:
In Latest Version

• Launch Microsoft Outlook on your computer.
• In the Outlook window, choose New Messages.
• Next, visit the format option in the header and here you will see three options: HTML, Plain Text and Rich Text format.
• Select HTML as the format for the message.

How to Bulk Convert PST to HTML Manually?

If you want to convert batch Outlook email to HTML then you can follow the instructions as we have discussed below:
In Microsoft Outlook 2013 & Above

• Open Outlook, go to the ‘File’ tab.
• Then select ‘Options’ > ‘Mail’.
• Under ‘Compose messages’, select HTML as the default format.
• Now all your email will be formatted in the HTML format.

What to Do If HTML Formatting Is Incorrect?

If your converted HTML file doesn’t retain the original formatting, such as fonts, images, or layout, follow these steps:

• Check Source Email Formatting: Ensure the original email’s formatting is correct before conversion.
• Test in Multiple Browsers: Check the HTML file in different browsers (Chrome, Firefox, Safari) to see if the issue is browser-specific.
• Inline Styling and External Resources: Make sure that external CSS or images hosted online are properly linked or embedded.
• Inspect HTML Code: Use a text editor to check for broken tags or misplaced elements in the HTML code.
• Encoding Issues: Ensure the HTML file is saved with the correct encoding (e.g., UTF-8) to avoid character misinterpretation.

Troubleshooting Failed Conversions

If conversion attempts fail, try the following:

• Check File Integrity: Ensure your PST file is not corrupted by using the Inbox Repair Tool (ScanPST).
• Ensure System Resources: Converting large PST files requires sufficient memory and processing power.
• Update Software: Outdated software can cause issues during conversion. Make sure your tools are up-to-date.
• Verify Software Settings: Ensure the correct conversion settings are selected in your tool.
• Convert in Smaller Batches: If bulk conversion fails, try converting smaller batches of emails to identify any problematic data.

User May Face Challenges With Manual Solution

• It only allows you to switch the format of individual Outlook messages. It doesn’t support bulk conversion of existing email to HTML format.
• You can change the format of the email for sending but doesn’t provide an option to export or save email as an HTML file directly.
• The native feature only alters the format during the email composition process, meaning that once the email is sent.
• The inbuilt features doesn’t provide a way to archive emails in HTML format for storage or future access, which can be a limitation for those needing long-term archiving.
• While HTML formatting preserves the email layout during composition, not all metadata, contacts or calendar entries, is included in the conversion of HTML.

How to Convert Corrupted Outlook Email to HTML Via Automated Approach?

As we have seen that there are lots of challenges you may face manually to convert. So, we suggest you choose Jagware PST File Converter as it allows you to convert large or corrupted PST files without losing any single information. It offers an automated solution that efficiently converts single or multiple PST files to HTML without data loss.

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• Download and install an Jagware PST to HTML Converter on your personal computer and laptop then open it.
• Select the PST folder or file as you want to convert.
  
• Choose HTML in the batch feature of the select saving option.
  
• Now, select advanced filters as per user required and provide path location for the result.
  
• Finally, tap on the convert button and you will see the progress report.
  

Remarkable Qualities of the Professional Solution

• You can also convert a single or bulk PST file to HTML format in bulk, saving time compared to Outlook native one-at-a-time approach.
• The tool ensures that the original formatting links, images, and structure of the email are fully retained during the conversion, providing a faithful HTML representation of the Original Outlook email.
• It also offers a simple Graphical user interface that simplifies the conversion process, making it usable for both technical and novice users.
• You can easily convert all the versions of PST files whether created by the latest or any older version of Outlook.
• Users can also select specific emails, folder or entire PST files for conversion to HTML, providing flexibility and control over which content gets converted.

Frequently Asked Questions(FAQs)

Q. How to Convert PST to HTML?
Steps to Convert Outlook Email as HTML

1. Download and launch Jagware Outlook PST Migration Tool.
2. Browse and select the PST file as you want to convert.
3. Choose HTML file in the multiple option of select saving option.
4. Browse destination and select advanced filter and press backup button.

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Q. How Do I Convert an Outlook Template to HTML?
To convert an Outlook template, open the template, click “Save As,” and select HTML format to preserve the template’s structure and design.

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Q. How Do I Save an Outlook Email as HTML?
To save an Outlook email as HTML, open the email, click “File,” choose “Save As,” and select HTML format. This preserves the email’s layout for web viewing.

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Let’s Wrap Up

In this guide, we have explained the reliable approach that allows to convert Outlook email to HTML by Outlook native manually and expert recommended approach. Here, we have shared three different approaches that can convert PST to HTML. Choose the method that best fits your needs and start converting today.