🗄️ Automated Email Archival

Turn every important mailbox into a structured, locally controlled email archive.

Mail Attachment Downloader PRO automatically saves complete emails and attachments from Microsoft 365, Exchange, Gmail, IMAP, and POP3 into local folders, network shares, or NAS storage. Preserve messages as .eml or .msg, organize them with advanced rules, and keep a durable copy outside the mailbox—without Outlook, browser extensions, or a separate cloud-automation platform.

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Complete-message archival Multiple mailboxes Local, NAS, or network storage PRO Server runs unattended

Archive Repository ● Processing

📁 Email Archive

├─ 📁 2026

│ ├─ 📁 Finance

│ │ ├─ ✉ Invoice_10482.eml

│ │ └─ 📎 Invoice_10482.pdf

│ ├─ 📁 Legal

│ │ └─ ✉ Contract_Renewal.msg

│ └─ 📁 Customer Support

│ └─ ✉ Case_58219.eml

✓ Sender, recipients, subject, body, and attachments preserved

A practical email archive

Preserve the message, the attachments, and the context

An email archive is more useful when it preserves the full message and automatically organizes it in a structure your team can understand and control.

✉️

Archive complete messages as .eml or .msg

Save the whole email rather than keeping only a detached attachment.

Preserve sender, recipients, subject, message body, headers, and included attachments
Save and process emails even when they contain no attachments
Keep complete messages available for later review, migration, audit, or downstream processing

🔎

Archive only the messages that matter

Use purpose-built email rules to include, exclude, and route messages automatically.

Filter using sender, recipient, subject, mailbox folder, date, body text, attachment name, type, count, or size
Combine criteria with advanced logic and regular expressions
Exclude signatures, logos, tiny embedded images, or other unwanted files

🗂️

Create meaningful folders and filenames

Build a repository that remains understandable without opening every message.

Save to local folders, mapped drives, raw UNC paths, file servers, or NAS shares
Use email fields and extracted values to generate filenames and folder structures
Route finance, legal, HR, customer, or project correspondence into separate locations

⚙️

Process archived content after download

Extend the archive into a repeatable document-processing workflow.

Convert email content to PDF, DOCX, TIFF, and many other supported formats
Merge an email and its attachments into a single PDF when required
Run post-save actions such as extraction, renaming, scripting, database insertion, or routing

One archival pipeline

Collect from different email systems into one controlled repository

Use one Windows-based solution to archive cloud and on-premises mailboxes into storage you already operate.

Mailbox sources

MMicrosoft 365 and Outlook mailboxes

EExchange Server

GGmail and Google Workspace

@IMAP and POP3 providers

→

Archive destinations

💻Local Windows folders

🗄️Windows file servers and UNC shares

💾NAS devices and mapped drives

📚Document-management or records workflows

Example archival rules

Separate business records automatically

Different messages can be archived to different locations using mailbox and content-based criteria.

// Rule: Finance correspondence archive

Accounts: ap@company.com, billing@company.com

Criteria: Sender / Subject / Attachment type / Date received

Save message as: .eml

Destination: \\ARCHIVE01\Email\Finance\Year\Sender\

Attachments: Save separately alongside the message

// Rule: Legal correspondence archive

Accounts: legal@company.com

Criteria: Subject contains Contract OR Agreement OR Notice

Save message as: .msg

Destination: \\ARCHIVE01\Email\Legal\Year\Month\

How it works

Configure once, then archive continuously

PRO Server can perform the workflow unattended as a Windows Service, without requiring an interactive user session.

Connect mailboxes

Add Microsoft 365, Exchange, Gmail, IMAP, or POP3 accounts.

Define archive rules

Choose which messages and attachments should be preserved.

Choose the repository

Save to local storage, file servers, mapped drives, UNC shares, or NAS.

Run unattended

Use PRO Server for continuous service-based processing and automatic retries.

How it compares

PRO Server vs. common ways of retaining business email

Mail Attachment Downloader is designed for selective, automated, file-based archival—not as a replacement for every enterprise backup or e-discovery platform.

Capability	Mail Attachment Downloader PRO Server	Manual Outlook export	Cloud automation platform	Enterprise mailbox backup / e-discovery
Automatically save selected messages as individual .eml or .msg files	✓	Manual or client-dependent	Connector-dependent	Usually stored in a proprietary repository
Save directly to local folders, UNC shares, or NAS storage	✓	✓	May require an on-premises agent or gateway	Varies by product
Advanced filtering by message and attachment properties	✓	Limited/manual	✓	✓
Monitor multiple email providers from one Windows installation	✓	Depends on configured profiles	Depends on available connectors	Product-dependent
Dynamic folder and filename generation	✓	✗	✓	Usually managed inside the repository
Convert or merge email content into document formats	✓	Usually manual	Requires additional services	Varies
Runs unattended without Outlook or a browser session	✓	✗	✓	✓
Native legal hold, immutable retention, e-discovery, and mailbox restoration	Not its primary purpose	✗	Usually not included	✓

Archival features in PRO

More than a simple email export utility

Use focused email-processing features to create, organize, transform, and deliver file-based archives.

✓ Complete-message saving

Save email bodies and complete messages in .eml or .msg format, including messages without attachments.

✓ Multiple-account processing

Process multiple Microsoft 365, Exchange, Gmail, IMAP, or POP3 mailboxes.

✓ Advanced archive rules

Use sender, recipient, subject, date, folder, body, filename, type, count, size, and other criteria.

✓ Dynamic organization

Generate archive locations and filenames from email fields or extracted business data.

✓ Local and network destinations

Write directly to local disks, mapped drives, Windows shares, raw UNC paths, and NAS storage.

✓ Document conversion

Convert email content and documents to PDF, DOCX, TIFF, and many additional supported formats.

✓ Email-and-attachment merging

Create a consolidated PDF containing the message and selected attachments when needed.

✓ Post-processing actions

Extract data, unzip files, rename content, invoke scripts, write to databases, or trigger other workflows.

✓ Windows Service mode

PRO Server runs unattended on Windows client or server systems without an active user login.