saving email - tucson computer society · some ways of saving email message ... program can save...
TRANSCRIPT
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SAVING EMAIL
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Web location for this
presentation:
http://aztcs.orgClick on
“Meeting Notes”
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SUMMARY
The email messages that you
receive from others in your
"Inbox" can be saved onto a
local hard drive or "burned" on
CD-R* or DVD-R* media for
future use. There are several
ways to accomplish this.
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TOPICS
• Basics of Saving Email To A
Local Hard Drive
• Saving Only The File Attachment
of an Email Message
• Saving An Entire Email Message
Manually
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TOPICS (continued)• Saving Parts Of An Email
Message With Snipping
Tool/Grab/Shutter
• "Gmail Offline" Extension for the
Chrome Browser
• "Google Takeout" to Save Gmail
as an MBOX File
• A Free MBOX File Viewer
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TOPICS (continued)
• "Thunderbird" Program To Save
Email as MBOX files
• "Outlook" Program To Save a Single
Email Message as an .MSG File
• "Outlook.." Program To Save Email
As A *.PST File
• "Outlook(.com) Offline" Working
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BASICS OF SAVING EMAIL
• Most recipients of email
download file attachments to a
"Downloads" folder in their
computers.
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BASICS OF SAVING EMAIL
(continued)
• However, the downloaded file
attachments themselves often
have no indication of who sent
them and when and why
because the text in the body of
the received email message is
not also saved.
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BASICS OF SAVING EMAIL (continued)
• To make the downloading of file
attachments from email
messages less confusing, you
can save both the file
attachment(s) and the email text
parts of an email message and
keep them together.
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BASICS OF SAVING EMAIL (continued)
• This means that, for any specific
email message that you receive
in your "Inbox", you need to save
both the file attachment(s) and
the "body" of an email message
at the same time and keep them
together.
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BASICS OF SAVING EMAIL (continued)
• There are many ways to save the
text and the file attachment(s) of an
email message at the same time:
Some ways of saving email message
rely on "File Save As.." in in
operating system.
Some methods rely on the features
of the Web site of a particular
Webmail email provider.
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BASICS OF SAVING EMAIL (continued)
• Some methods rely on the
features of a particular "email
client program.
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SAVING ONLY THE FILE
ATTACHMENT(S) OF AN EMAIL
MESSAGE
• Here is a typical email message
in Gmail when you access it as
"Webmail" in the "Google
Chrome" Web browser:
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SAVING ONLY THE FILE
ATTACHMENT(S) OF AN EMAIL
MESSAGE (continued)
• In this Gmail email example,
clicking on the file attachment
plays it as a 1-minute streaming
video:
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SAVING ONLY THE FILE
ATTACHMENT(S) OF AN EMAIL
MESSAGE (continued)
• When you hover the mouse
cursor over the file attachment,
you get buttons:
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SAVING ONLY THE FILE
ATTACHMENT(S) OF AN EMAIL
MESSAGE (continued)
• The left "downward arrow" button
downloads the file attachment to
a local hard drive
• The right "recycle symbol" button
saves the file attachment at your
personal cloud storage account
at "Google Drive"
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY
• You can save an entire received
email message as a text file, a
Adobe Acrobat PDF file, and one or
more file attachments, and put all of
these files in a folder named
<year>-<month>-<day>-<time>
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY (continued)
• Saving email messages in this way
will make them sort in temporal
order
• Saving email message in this way
gives you the best compliance with
industry standards such as
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY (continued)
• Saving email messages in this way
will increase your compliance with
industry standards and practices
such as "Health Insurance Portability
and Accountability Act" and
"attorney-client privilege"
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY (continued)
• Saving email messages in this way
"future-proofs" the saved email
messages and makes they easier for
others to view and use the saved
email messages.
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY (continued)
• Saving email messages in this way
works for both Webmail and "client
email program" access to email
messages
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY (continued)
• Step 1:
File, Save As.., select *.txt option,
etc.
• Step 2:
File, Print, select PDF printer, etc
• Step 3:
Download the file attachment(s)
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SAVING AN ENTIRE EMAIL MESSAGE
MANUALLY (continued)
• Step 4:
Create a new folder called
<year>-<month>-<day>-<hour>
• Step 5:
Move all of the files created in Steps
1, 2, and 3 into the folder created in
Step 4
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SAVINGS PARTS OF AN EMAIL
MESSAGE WITH SNIPPING
TOOL/GRAB/SHUTTER
• "Snipping Tool" is a Windows applet:
Start button,
Windows Accessories,
Snipping Tool
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SAVINGS PARTS OF AN EMAIL
MESSAGE WITH SNIPPING
TOOL/GRAB/SHUTTER (continued)
• "Grab" is a MacOS applet:
Applications,
Utilities,
Grab
or
Shift + Command + 4
where the Command key is the one
with the Apple symbol
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SAVINGS PARTS OF AN EMAIL
MESSAGE WITH SNIPPING
TOOL/GRAB/SHUTTER (continued)
• "Shutter" is a Linux program.
See
http://shutter-project.org/
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"GMAIL OFFLINE" EXTENSION FOR
THE CHROME WEB BROWSER
• To install "Gmail Offline" for
the Chrome Web browser,
see
https://support.google.com/
mail/answer/1306849?hl=en
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"GMAIL OFFLINE" EXTENSION FOR
THE CHROME WEB BROWSER
(continued)
• To run "Gmail Offline" when
your computer does not
have an active Internet
connection,
Start up the Google Chrome
browser:
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"GMAIL OFFLINE" EXTENSION FOR
THE CHROME WEB BROWSER
(continued)
• Click on "New tab":
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"GMAIL OFFLINE" EXTENSION FOR
THE CHROME WEB BROWSER
(continued)
• Click on "New tab":
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https://drive.google.com/ope
n?id=0BzcwwlMLbPzLYmVf
Y0RyRXBqLUU
https://drive.google.com/ope
n?id=0BzcwwlMLbPzLYmVf
Y0RyRXBqLUU
https://drive.google.com/ope
n?id=0BzcwwlMLbPzLYmVf
Y0RyRXBqLUU
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"GMAIL OFFLINE" EXTENSION FOR
THE CHROME WEB BROWSER
(continued)
• Click on the Apps icon:
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"GMAIL OFFLINE" EXTENSION FOR
THE CHROME WEB BROWSER
(continued)
• Click on the "Gmail Offline":
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"GMAIL TAKEOUT" TO DOWNLOAD
ALL OF YOUR GMAIL AS AN MBOX FILE
• The Mbox file format can
store entire email messages
and their folders as explained
at .
https://en.wikipedia.org/wiki/
Mbox
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"GMAIL TAKEOUT" TO DOWNLOAD
ALL OF YOUR GMAIL AS AN MBOX FILE
(continued)
• To download all of your Gmail
as an Mbox file, go to
https://takeout.google.com/se
ttings/takeout
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"GMAIL TAKEOUT" TO DOWNLOAD
ALL OF YOUR GMAIL AS AN MBOX FILE
(continued)• Then follow the instructions
at
https://medium.com/@bobma
ria57/how-do-i-export-emails-
from-gmail-as-mbox-files-
and-restore-them-back-to-
gmail-account-f6d4f589da75
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A FREE MBOX VIEWER
• A free Mbox viewer for
"Windows.." that runs as a
"portable app" can be
obtained at
https://sourceforge.net/project
s/mbox-
viewer/?source=directory
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES• When you create a "local folder"
in the "local folders" part of the in
the "Thunderbird" email client
program, it saves any email
messages that you drag or copy
to it as part of a new Mbox file
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES
• Each folder inside the "local
folders" part of "Thunderbird" is
actually a separate MBOX file.+
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES
• Each folder that you create or
find inside an existing "top level"
folder inside "local folders" is a
folder inside an MBOX file.
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES (continued)• See
http://help.unc.edu/help/how-do-
i-find-my-local-mail-folders-in-
mozilla-thunderbird/
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES (continued)• In our example, Thunderbird's
Mbox files are located at
C:\Users\testuser\AppData\Roa
ming\Thunderbird\Profiles\p0jv07
b7.default\Mail\Local Folders
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES (continued)
• The files that do not have a 3-
character file extension are Mbox
files:
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"THUNDERBIRD" CLIENT
PROGRAM CAN SAVE EMAIL AS
MBOX FILES (continued)
• When you drag or move an email
message from the "Inbox" or a
synchronized folder to a personal
data file folder, you are taking it out
of the synchronization process of
the receiving server and storing the
email message inside a local MBOX
file
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"OUTLOOK" EMAIL CLIENT
PROGRAM TO SAVE A SINGLE
EMAIL MESSAGE AS AN .MSG FILE
• Open the email message
• File
• Save As..
• Select .msg file format
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"OUTLOOK" EMAIL CLIENT
PROGRAM TO SAVE A SINGLE
EMAIL MESSAGE AS AN .MSG FILE
(continued)
• The "Outlook.." email client
program will open a *.msg file
when you double-click on it
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"OUTLOOK.." EMAIL CLIENT
PROGRAM TO SAVE EMAIL AS A
.PST FILE
• The "Outlook.." email client
program automatically makes a
file called "Personal.pst" or
"Outlook.pst" for you to save or
copy email messages into.
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"OUTLOOK.." EMAIL CLIENT
PROGRAM TO SAVE EMAIL AS A
.PST FILE (continued)
• When you make folders at or
copy or drag files into "Personal
Data Files" in "Outlook..", you are
creating stored copies of email
that are not synchronized with
your email service provider's
IMAP or Exchange server
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"OUTLOOK.." EMAIL CLIENT
PROGRAM TO SAVE EMAIL AS A
.PST FILE (continued)
• You can make many additional
data files inside the configuration
screens of the "Outlook.." email
client program
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"OUTLOOK.." EMAIL CLIENT USES
.OST FILE TO SYNCRONIZE EMAIL
WITH RECEIVING SERVERS• If the receiving email server of your
email provider is an IMAP or
Exchange/ActiveSync server, the
"Outlook.." email client program
uses a local *.OST file to store email
messages in compliance with the
IMAP or Exchange/ActiveSync
server.
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"OUTLOOK.." EMAIL CLIENT USES
.OST FILE TO SYNCRONIZE EMAIL
WITH RECEIVING SERVERS
• When you drag or move an email
message from the "Inbox" or a
synchronized folder to a personal
data file folder, you are taking it out
of the synchronization process of the
receiving server and storing the
email message inside a local PST
file
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"OUTLOOK.COM OFFLINE
ACCESS"
• If you usually use outlook.com by
means of "Webmail" in a Web
browser, when your computer
does not have an active Internet
connection, you can use
"Outlook.com Offline" to view and
compose email messages
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"OUTLOOK.COM OFFLINE
ACCESS" (continued)
• In our "Window 10 Home" computer,
we were able to get "Outlook.com
Offline Access" working in the Edge
browser
• We were unable to get "Outlook.com
Offline Access working with "Internet
Explorer 12" or any other non-
Microsoft Web browser
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"OUTLOOK.COM OFFLINE
ACCESS" (continued)
• To set up "Outlook.com Offline
Access", see
http://www.intowindows.com/enab
le-use-outlook-com-offline-
access/
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"OUTLOOK.COM OFFLINE
ACCESS" (continued)
• Before you close down
"Outlook.com" running in the
Edge browser, remember to
press
Ctrl + d
to create the required bookmark
inside the Edge browser
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