Upgrade StorageHow to Move Outlook Emails into Zotero
So much information can be pulled from emails, from communication exchanges (email chains) to incoming recommended attached papers. It would be ideal if the steps below could be automated for other email formats.
Below are general (hopefully intuitive) instructions on how to import Microsoft Outlook email (individually and in bulk) into Zotero. After the emails have been imported into Zotero, when opened (double-clicked), Outlook will run the email(s). As with other Zotero items, the contents can be searched, making research more accessible to notes and other communications from email messages more accessible.
Please note that the imported email attachment(s) will not be detached. To access the attachment(s), the email will need to be opened. The Outlook app was used for this experiment, NOT the browser version on the Windows 11 home version.
1. Create a new folder (for example: "Outlook Emails" on your computer's File Folder or OneDrive. This is the folder where your emails will be moved out of Outlook and onto your computer.
2. Create a new folder (for example: "Emails") somewhere in your Zotero's My Library. This folder is where your "Outlook emails" from your computer will be transferred to your Zotero.
3. Open your Outlook app. Make sure to use the application and not the browser version. The browser version will NOT work. If unsure if you have Outlook or not, click on the Start menu (bottom-left corner) and type "Outlook".
4. Organize your emails in Outlook in preparation for moving to your "Outlook Emails" folder. Please note that if you are using the Focus Inbox grouping option, make sure to filter/check (click on "By Date") on "Show Focused Inbox" (usually at the bottom of that pulldown menu).
5. Arrange your Outlook and "Outlook Emails" File Folder (or OneDrive folder) applications side-by-side for easy transfer.
6. Select individually (Ctrl-left clicks) or in bulk (left-click on the first email, and then left-shift and click on the last grouped email) and drag them into the "Outlook Emails" folder. Depending on the number of emails, their contents, and your computer system, the moving process could take a few minutes or longer. Each email will be in ".msg" (Microsoft proprietary) format. Please note, that emails with very long email titles or containing unusual characters may not be able to move. When that happens, Windows will display the pop-up comment, and Windows may not move all of the requested emails. As such, it is important to verify the number of emails planned to be moved and what actually were moved.
7. Verify that there is sufficient space available in Zotero based on the size of the "Outlook Emails" File Folder (or OneDrive folder).
8. Arrange your "Outlook Emails" File Folder (or OneDrive folder) and the "Emails" Zotero applications side-by-side for easy transfer.
9. Select all the emails in the "Outlook Emails" File Folder (or OneDrive folder) and drag & drop them into the "Emails" Zotero folder. Once again, the process can take time depending on your computer system.
10 Make sure to verify that all emails were transferred over to Zotero.
Eml (open email) format can be exported individually from the Outlook browser and then be moved to Zotero, but this process cannot be done in bulk. There could be available software on the market for bulk conversion from msg to eml (open) email format.
Hope this helps.
Below are general (hopefully intuitive) instructions on how to import Microsoft Outlook email (individually and in bulk) into Zotero. After the emails have been imported into Zotero, when opened (double-clicked), Outlook will run the email(s). As with other Zotero items, the contents can be searched, making research more accessible to notes and other communications from email messages more accessible.
Please note that the imported email attachment(s) will not be detached. To access the attachment(s), the email will need to be opened. The Outlook app was used for this experiment, NOT the browser version on the Windows 11 home version.
1. Create a new folder (for example: "Outlook Emails" on your computer's File Folder or OneDrive. This is the folder where your emails will be moved out of Outlook and onto your computer.
2. Create a new folder (for example: "Emails") somewhere in your Zotero's My Library. This folder is where your "Outlook emails" from your computer will be transferred to your Zotero.
3. Open your Outlook app. Make sure to use the application and not the browser version. The browser version will NOT work. If unsure if you have Outlook or not, click on the Start menu (bottom-left corner) and type "Outlook".
4. Organize your emails in Outlook in preparation for moving to your "Outlook Emails" folder. Please note that if you are using the Focus Inbox grouping option, make sure to filter/check (click on "By Date") on "Show Focused Inbox" (usually at the bottom of that pulldown menu).
5. Arrange your Outlook and "Outlook Emails" File Folder (or OneDrive folder) applications side-by-side for easy transfer.
6. Select individually (Ctrl-left clicks) or in bulk (left-click on the first email, and then left-shift and click on the last grouped email) and drag them into the "Outlook Emails" folder. Depending on the number of emails, their contents, and your computer system, the moving process could take a few minutes or longer. Each email will be in ".msg" (Microsoft proprietary) format. Please note, that emails with very long email titles or containing unusual characters may not be able to move. When that happens, Windows will display the pop-up comment, and Windows may not move all of the requested emails. As such, it is important to verify the number of emails planned to be moved and what actually were moved.
7. Verify that there is sufficient space available in Zotero based on the size of the "Outlook Emails" File Folder (or OneDrive folder).
8. Arrange your "Outlook Emails" File Folder (or OneDrive folder) and the "Emails" Zotero applications side-by-side for easy transfer.
9. Select all the emails in the "Outlook Emails" File Folder (or OneDrive folder) and drag & drop them into the "Emails" Zotero folder. Once again, the process can take time depending on your computer system.
10 Make sure to verify that all emails were transferred over to Zotero.
Eml (open email) format can be exported individually from the Outlook browser and then be moved to Zotero, but this process cannot be done in bulk. There could be available software on the market for bulk conversion from msg to eml (open) email format.
Hope this helps.