📧 Overview #
Both our MessageGuard appliance and the WebMailPRO MessageGuard add-on export archived email messages in standard .eml format.
Because .eml files are a universal email format, they can be opened and converted using a variety of email clients and utilities. One of the easiest free options is Mozilla Thunderbird with the free ImportExportTools NG add-on.
This guide explains how to import exported .eml archive files into Thunderbird, convert emails into other formats such as PDF, HTML, TXT, CSV, and print archived emails for records requests, audits, or documentation purposes.
🔎 When to Use #
Use this guide if:
- You exported archived email messages from MessageGuard
- You need to print archived emails
- You want to convert .eml files into PDF or other formats
- You need to provide archived emails to another party
- You want to batch-convert multiple emails at once
🛠 Requirements #
Before starting, install the following free software:
📥 Mozilla Thunderbird #
Download Thunderbird from:
https://www.thunderbird.net
📥 ImportExportTools NG Add-on #
Install the Thunderbird add-on from:
https://addons.thunderbird.net/en-US/thunderbird/addon/importexporttools-ng/
📂 Step 1 — Import the Exported .EML Files #
- Open Thunderbird.
- Create or select a local mail folder.
- Right-click the folder.
- Select ImportExportTools NG → Import EML Messages.
- Browse to your exported .eml files.
- Select the files you wish to import.
The emails will now appear inside the Thunderbird folder.
📄 Step 2 — Convert Emails Into Other Formats #
After importing the emails:
- Highlight the messages you wish to convert.
- Right-click the selected emails.
- Choose ImportExportTools NG → Export Messages As.
Thunderbird provides several export format options, including:
- 📄 PDF Format
- 🌐 HTML Format
- 📝 Plain Text Format
- 📊 CSV Format (Spreadsheet)
- ✉️ EML Message Format
You can export a single message or batch-convert multiple messages at once.
🖨 Converting Emails to PDF #
PDF export is commonly used for:
- Public records requests
- Legal documentation
- Administrative review
- Printed archives
To convert emails into PDF format:
- Select the email messages.
- Right-click the selection.
- Choose ImportExportTools NG → Export Messages As → PDF Format.
Thunderbird will generate individual PDF files for each selected message.
⚠ Important Notes About Attachments #
When converting .eml files to PDF:
- The email body is converted into the PDF.
- Attachments are not embedded into the generated PDF.
- Attachments must be opened and printed separately if needed.
The original attachments remain available within the imported Thunderbird messages.
📎 Optional: Combining All PDFs Into One File #
If you would like all exported PDFs combined into a single file for easier printing or distribution, you can merge them afterward using a PDF utility such as:
- Nitro Pro
- Adobe Acrobat
- PDFsam
- Other PDF merge utilities
After combining the files into a single PDF, you can print the entire batch at once instead of opening each PDF individually.
This is especially helpful for:
- Public records requests
- Administrative review packets
- Legal documentation
- Long-term archive storage
💡 Additional Tips #
- Thunderbird can import many .eml files at once.
- Exported PDFs can be organized into folders for easier review.
- HTML exports preserve much of the original email formatting.
- CSV exports may be useful for indexing or records management.
❓ Common Problems #
Emails Do Not Appear After Import #
Verify that:
- The .eml files completed downloading/exporting.
- You selected the correct folder during import.
- Thunderbird finished processing the import.
ImportExportTools NG Menu Is Missing #
Verify that the add-on installed successfully under:
Thunderbird → Add-ons and Themes
PDF Export Is Slow #
Large batches of emails may take time to process depending on:
- Number of messages
- Size of attachments
- System performance
📞 Need Help? #
If you need assistance exporting or converting archived emails, please contact K12USA Support.
📧 support@k12usa.com
📞 877-225-0100
