What is A MSG File? Everything You Should know

MSG files are the email file format used by MS Outlook. It uses MSG file format to store the information like messages, emails, contacts, tasks and other items. It stores all the information as a single message object with the extension “.msg”. Also, this MSG file contains many elements like message content, sender, recipient, date, email and attachments like image, screenshots, hyperlinks and others. All MSG files can be opened with Microsoft Outlook for which you first need to import MSG files within MS Outlook. It can also be opened and viewed using any basic text editors like notepad.

What is MSG File?

MSG file uses the Compound File Binary format (CFB version 3). This format adopts a simplified file system, which consists of a collection of storage and stream objects. Specifically, the storage and stream objects act as directories and files. The storage objects contain all message elements, whereas the stream objects contain their attributes. Moreover, MSG files are compatible with other applications that use MAPI (Messaging Applications Programming Interface). Furthermore, MSG files have different storage mechanisms to save the attributes of the messages. A MSG file contains the following attributes:

Sender
Recipient
Attachments
Schedules/Appointments
Embedded files

How MSG Files Are Created?

An MSG file is a file format used by Outlook to contain individual email messages, contacts, appointments, or tasks. This file encapsulates all the essential details of the item, including metadata and attachments.
Saving an Individual MSG File.

1. Here, Open the desired Email message as you want to save as MSG.
2. Now, Click on the File and tap on Save as.
3. Then, Browse a Location and choose file type as MSG file.
4. After that, Provide file name and click on Save to create Message file.

Drag and Drop Method

1. Firstly Open Microsoft Outlook and select emails as you wish to save.
2. Next, Drag the item from Outlook and drop it on your desktop.
3. Here, The item will be saved as an Message file with the default name arriving from the item’s subject or title.
4. After that, The MSG File format is specific to Outlook for Windows. Other versions, such as Outlook for Mac doesn’t natively support creating or opening MSG files.

Also Read: How to Import MSG into Outlook?

How to Open and Read Message File?

It is possible to open and view .msg files can be in three different ways. They are as follows

1. Microsoft Outlook:  You can open and read Message files using Microsoft Outlook by default. If you have MS Outlook configured in your machine then simply import MSG files into Microsoft Outlook and view them.

2. Text Editors: MSG files can also be opened in text editors like notepad, word pad and others. The users can just move their MSG file to the text editors to view them or they can just right click and choose open with option and select required editor to view them.

3. MSG Reader Tool: You can opt for any Free MSG File Viewer app which can help you open and read the MSG files without having MS Outlook present in your device. These apps are easy to use and available free of cost.

Note: Besides Outlook MDaemon mail server also used Message format to save their email but the format of both the MSG files are entirely different. So before you try any of the above the above methods to open and view .msg files make sure it belong to MS Outlook.

Common Uses of MSG Files

• MSG files allow users to backup their individual emails as standalone files making it easier to backup crucial emails or archiving them for future reference.
• Users can send specific emails from MSG files to colleagues or clients without giving access to the entire mailbox, ensuring a more controlled sharing process.
• MSG files retain all the original metadata of an email(sender, receiver, subject, time stamps, etc.) making them useful for legal, forensic, or auditing purposes.
• The system stores email attachments alongside the message, making it simple to access and manage attachments when you save the email externally.
• You can move MSG files individually between different platforms or clients when you migrate from Outlook to another platform or vice versa.

File Structure of MSG Files

Header Information:

• Metadata: It contains metadata such as sender, recipients, subjects, date and time information.
• Message Class: Identifies the type of Outlook items(email, task, calendar appointment etc.)

Email Body

Plain Text or HTML: The email is stored in either plain RTF, or HTML format depending on how the email was composed.
Embedded Objects:

Attachments
MSG file can store attachments such as document, images, or any other files alongside with the email message.
Each attachment is saved individually encoded and stored within the MSG file.
Properties Section

• MAPI Properties: Message Files use Microsoft Messaging Application programming interface(MAPI) to store various properties related to the email. This includes read/unread status priority flags and other metadata related to the message.
• Custom Properties: This section stores user-defined or system-defined custom fields.
  Recipients Information: This section lists details about recipients (To, CC, BCC), including their display names and other contact-related details.

How to Open MSG Files in Microsoft Outlook?

1. First, Go to the MSG file and right click on it.
2. Then, Choose open with and select Microsoft Outlook.
3. Now, MSG files are successfully opened in Outlook.

How to Open MSG File Without Microsoft Outlook?

If you want to open an MSG file but you have not installed Outlook. Then, we recommend you to opt for Jagware Free MSG Viewer as it allows you to easily open Message files without depending on any other paid tools.

1. Now, Download and install software on your computer then open it.
2. After that, Click on select file and browse Message file as you want to open.
3. Now, Software will automatically Preview the content of MSG files.

MSG vs. Other Email File Formats

• MSG File is for individual emails, while PST and MBOX file are used to store bulk email messages in a single file.
• EML File is widely supported by various email clients unlike Message file as it is only specific for Outlook.
• OST is for offline storage, syncing with server data, unlike the static storage nature of MSG files.

How to Convert MSG Files?

If you want to convert Message files then we recommend you to opt Jagware Software as it offers several solution to convert like :

1. MSG to PDF Converter Tool: It allows to convert single or multiple Message files into PDF file format to easily accessible on any digital device without depending on any specific platform.
2. Convert MSG to PST Wizard: This application offers to convert a single or bulk number of Message files into one file format to easily import into Outlook and also offer password protection to keep safe for backup purposes.
3. MSG to NSF Converter: It is capable of browsing one or batch number of  files and export into NSF file format to be easily accessible in Lotus Notes.
4. Convert MSG to vCard: When you have Outlook contacts in a MSG file then you can take help with Jagware Software to export into vCard file format to easily accessible on mobile and computers.

Advantages of MSG Files

• It retains all metadata of an email, including sender, recipients, message body, subject, time and attachments ensuring complete preservation of information.
• They allow users to save individual emails as standalone files, making it easy to archive, share or store specific messages without exporting an entire mailbox.
• It stores attachments along with the email message, making it easy to retain and access both the message and any associated files.
• Storing an file is so simple that users can send individual emails files without needing to transfer a whole mailbox.
  Since MSG is an Outlook-specific format, it seamlessly integrates with Outlook making it readable for Outlook users.

Limitations of MSG Files

• Open Message Files: You can only open message files natively in Microsoft Outlook on Windows.
• Limited Support: Other email clients do not widely support these message files, restricting their portability outside of Outlook.
• Single Email Design: These message files save only a single email, making them inefficient for handling or exporting large numbers of emails at once.

MSG File Security Considerations

• It contains sensitive or confidential information to secure the data from unauthorized access, especially when sharing via email cloud or storage.
• Use password security to store or share Message files to add an additional layer of security.
• Avoiding saving MSG files in public or shared mailbox without proper access controls, as this could expose sensitive email data to unintended recipients.
• Ensure that the backup of MSG files is stored in a secure path where encryption cloud storage or a secure external drive.

Troubleshooting MSG File Issues

Unable to Open Message File? Read the following troubleshooting strategies:

• Check File Association: Ensure that the files are associated with Outlook. If not right-click choose open with and select Outlook.
• Repair Outlook: If Outlook fails to open an file, consider repairing the Outlook installation through the control panel.
• Oversize MSG Files: If your file becomes too large conwider archiving older emails and convert them to PST file for better organizations.
• Check File Permissions: Ensure you have the necessary permissions to access or edit the file, especially if it is stored in a shared location.
  
• Resave Message File: Resave the file if the attachment does not appear to ensure all messages or attachments link correctly.