Saving your emails can be a good idea to keep track of your correspondence, especially when those emails contain important information. And then, in the event of a bug, mishandling, or hacking, this simple action can save you a lot of hassle!
However, the procedure for saving emails varies depending on the email service, but also on the storage medium (cloud, smartphone, or folder on a computer). It's not easy to find your way around all these interfaces!
Let us shed some light on the matter with this detailed presentation of the different methods for saving your emails.
Whether you're Team Microsoft or a Google fan, there is a specific procedure for saving emails as drafts for each email provider. Here's how to do it in Outlook and Gmail.
Microsoft's email service has really thought of everything to make your life easier, including your drafts. When you write an email, an automatic backup is performed every 30 seconds. This short, unchangeable interval ensures that every new version of your future email is saved.
In addition, you have 5 GB of storage space for a free account. That's plenty of space to save your draft messages! And if you're suffering from writer's block, here's how to write a professional email.
There's no reason why Gmail users shouldn't enjoy the same benefits as Outlook users!
In terms of storage space, Gmail offers no less than 15 GB! Perfect for saving all your correspondence and setting up multiple out-of-office messages, for example.
Want to save your received or sent emails in a specific location? Here's how to save a message on a smartphone, computer, or cloud.
The procedure for saving an email on your mobile device will not be exactly the same depending on the email software, whether it is Gmail or Outlook. In all cases, the message will automatically be saved as a PDF: handy for quick reference and for sorting your saved emails!
With OutlookTo save your email on your phone in Outlook:
With GmailTo save your email on your phone in Gmail:
To save an email to a folder on your computer (for example, on your desktop or in My Documents), the process varies depending on your email service.
With OutlookOn the desktop version of Outlook (including the new Outlook for Windows), follow these steps:
The procedure is the same on Outlook.com, with the only difference being that your message is saved in the Downloads folder on your computer.
With GmailTo save your emails to your computer with Gmail:
Note that there is another, less conventional method for saving your emails to your computer: screenshots!
This is a quick and convenient way to isolate certain parts of your email. Again, the commands are not the same depending on your computer model.
On a PC, you will need to use the following key combination: Windows logo key + Shift + S. On a Mac, press Cmd+Shift+4, then select the area you want to capture.
You also have the option of saving your emails in the cloud, i.e., your email's online storage space.
With OutlookHere are the steps to follow to save an email in Outlook's OneDrive cloud:
With GmailTo save an email in the Gmail cloud, simply archive it. To do this:
You can find your archived email in the drop-down menu on the left by selecting More then All Messages.
When you save your emails from Gmail and Outlook.com to your computer using the methods described above, they are automatically saved in EML format. So just follow the steps described above and your email will be saved in this format by default!
With OutlookTo export an email to PDF with Outlook:
This email print to PDF method works on both the desktop version and the new Outlook for Windows.
With GmailTo save an email as a PDF in Gmail:
Have you already saved a number of emails in EML format and want to have them as PDF files? Rather than going through the whole process of saving them in this format again, you can simply convert them.
To do this, there are many free online converters, such as FreeConvert or PDFConvertOnline. Just import your email in EML format, and the converter will do the rest!
Whether it's photos of Grandma's cats or an important PowerPoint presentation made by your colleague, you may also need to save files received by email.
You know the drill: the procedure depends on... your email service!
To save a file received by email in Outlook:
To save a file received by email in Gmail:
Want to save time and back up the entire contents of your email inbox? No problem! Here's how to do it in Outlook and Gmail.
With OutlookWith GmailTo save the contents of your Gmail inbox, you can use Google Takeout. This feature allows you to download your Google data, including your emails. To do this:
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With these tips, your emails will be safe from bugs and other inconveniences! Want more tips on how to master your email correspondence? Find out how to delete a sent email, as well as some professional email examples.
Yes, with the 'Campaigns' offer, it is possible to track the number of clicks on the email signatures of all your employees in the 'Statistics' area of the platform.
You can then access a detailed or global view of the number of clicks on the email signatures of each employee. You can use the search option to target a specific signature or a given period. Finally, you have the possibility to export all statistics to an Excel document.
If you launch campaigns with banners inserted in your email signatures, you can also access their performance via this same space.
With Letsignit, you can easily add social network icons in your collaborators' email signatures and link to your company pages. Also, our "attributes" feature allows you to manage personalized URLs for each of your collaborators such as their individual LinkedIn profile.
And that's not all: you can add links to an appointment-setting application, allow your customers to leave reviews easily, and integrate our 'Chat on Teams' widget to let anyone start a discussion via Microsoft Teams chat.
It’s up to you! As an administrator of the Letsignit platform, you choose whether or not to grant modification rights to your employees. These permissions are managed on an attribute-by-attribute basis, which means that you can decide to allow the employee to change their phone number, but not the address of your premises, for example.
This feature applies to all attributes in your directory, including custom attributes created on Letsignit. When your employees change one or more attributes, your directory is obviously not affected.
It often happens that employees make their email signature their own: custom format, bad fonts, colors inconsistent with the brand standards... all of this has an impact on your brand!
A consistent visual identity is considered authentic and outperforms a perceived weak one by 20%. And, your customers are 2.4 times more likely to buy your products.
With Letsignit, take back control over your brand identity by standardizing all your email signatures. Our tool has many features that allow you to customize your signatures by department, by audience or by subsidiary. Not to mention the possibility of carrying out campaigns within your email signatures thanks to our Campaign offer.
What is the user experience like for our employees?
In both cases:
In short, they have autonomy in their email signature, but you keep control on the field, signatures, and banners they can edit or use.
With our "multi-signature" feature, your employees can benefit from multiple email signatures. No technical manipulation is required. Thanks to our Add-in for Outlook or the desktop app, they can change their email signatures as they wish with just a few clicks.
Regarding the creation of email signatures, you can make several variations such as:
Everything has been thought of to go further in the personalization process based on the recipient of your emails.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
If sending emails has an impact, non-optimized email signatures also have an impact. An unsuitable format or an image that is too heavy considerably increases the size of your signatures... and therefore, your emails.
As a responsible economic actor, we contribute to reducing our CO2 emissions and those of our customers in several ways:
As we are increasingly involved in sustainability initiatives, our priority in 2023 is to develop even more green IT functionality.
Open your email, then click on Print, and select Save as PDF. Click on Save and select the location where you want to save the file. This email print to PDF method works across Outlook, Gmail, and most email services on both desktop and mobile devices.
