Easy Techniques to Convert MSG File to XML Format

Mark Regan
Published: May 14th, 2025 • 6 Min Read

If you need to convert MSG file to XML you might wonder why and how to do it. MSG files are common in Microsoft Outlook but sometimes convert them to XML make them easy to manage. In this guide, we will explain what MSG files are and why XML is useful also show you how to convert MSG to XML step by step.

Understand MSG and XML File Format

An MSG file is used by Microsoft Outlook to store individual email messages. It contain email content, attachments, metadata and details like sender and recipient. MSG files are commonly use to archive, share and manage emails outside of MS Outlook.

On the other hand, XML is a simple and flexible format to store and share data. Unlike MSG files XML is easy for humans to read and it is commonly used in programming and data exchange. It use tags to define different elements and attributes to give more details about them.

Why Convert MSG File to XML?

XML file format facilitates search for particular information in email content such as sender names, subjects or keywords.
XML files are portable and compatible with multiple operating systems and software programs.
XML data is simpler to parse and work with programmatically which is helpful for automation or data processing.

Also Read: How to Convert MSG File to PDF Format In Simple Steps

Possible MSG to XML Conversion Scenarios

In the following situations, you may need to convert MSG files to XML:

Data migration: When user move MSG email data to another system.
Automation: Automatically processing or analyzing MSG email content.
Integration: Integrating MSG file email data into databases content management systems or other tools.

How Can You Convert MSG File to XML?

There are two main ways to convert MSG files to XML:

In manual method users need to open each MSG file and manually to extract MSG file data. After that you need to create XML file format using data. While this gives you full control over process it can be very time-consuming and tedious, especially if you have a lot of MSG files to convert into XML File format.

Using pro BitRecover MSG File converter software make process much easy. This tool can quickly convert multiple MSG files to XML all at once which will save your time and efforts. If you have a large number of MSG files then this method is a lot more efficient and hassle-free.

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Manual Steps to Convert MSG to XML Quickly

Stage 1: Export MSG File into Text Format

Open MSG File with Microsoft Outlook.
Click on File tab and select save as option.
Now, select save as type Text Only.
After that, choose the destination location.
Now you will get the content in TXT file.

Stage 2: Create XML File Manually

Open Notepad or TextEdit of choice.
On the first line, write an XML declaration.
Set your root element below the declaration.
Add child elements within the root element.
Next add TXT file content inside the Child Elements.
Then, Click File > Save As in your text editor.
Choose All Files in the “Save as type” dropdown.
Name the file with a .xml extension and Click on Save.
Lastly, after all the steps you will successfully convert MSG file to XML format.

Pro Software’s Steps to Export MSG File to XML Format

Download and install the pro MSG to XML converter tool.
Add MSG files to software with “Add Files” option.
Select required MSG file folders and press next.
Now, select the file saving option then hit convert button.

Note: Currently our professional MSG to XML converter tool does not offer a direct option to convert MSG file to XML format. However, we provide full customization options. If you require this feature we are happy to add it for you. Simply contact our support team and we will assist you in customizing software to include the XML saving option.

Common Challenges Faced to Convert MSG File to XML Format

Some MSG files contain content such as embedded images, HTML formatting, and attachments. Converting this content while preserving the formatting can be tricky.
Large MSG files may take long time to convert and require more storage space in XML format.
If the conversion process is not handle properly there is a risk of losing important email data or formatting.

How to Preserve MSG Email Formatting in XML Format?

Using a professional MSG to XML converter tool makes preserving formatting much easier and more reliable. Here is how:

A professional MSG file to XML converter tool keep the full email content which include fonts, styles and layout and safely wraps it in XML without stripping it down to plain text.
This tool convert MSG file to XML format with embedded images and files into base64 format or link them efficiently so nothing gets lost.
The output XML is usually cleaner and better organized which making it easier to use later in other systems or applications.
Instead of manually copying and formatting each email this tool does everything for you automatically with full accuracy.

FAQs Section for MSG to XML File Conversion

Q1: Can I convert multiple MSG files to XML at once?
Yes, with automated MSG to XML file converter software you can batch convert MSG file to XML in just a few clicks.

Q2: Will MSG email attachments be preserved in XML file?
Attachments can be included but they be stored separately from email body as links to external files.

Q3: Is the XML format compatible with all systems?
Yes, XML is a universal format that can be opened and processed by many systems and application.

Conclusion

Batch convert MSG file to XML make it easy to manage, search and share email data. Manual conversion can take time but using professional software speeds up the process and work better for large numbers of files. This tool keep email formatting, attachments and other details intact. Whether you migrate data, automating tasks or integrating email content, converting MSG to XML is a simple and effective way to improve email management.