What Is MSG File Extension? Complete Guide

If you have worked with Outlook emails, email backups, and migration, you may know something about MSG files. Most of the users use MSG files, but don't know the actual meaning, uses, structure, and types of it. In this informative guide we will learn briefly about what MSG files are and where they are used practically.

What is MSG File? Quick Overview

An MSG file is a single Outlook email message that stores an email message in the .msg extension with complete email data. The MSG extension (.msg) represents a single email message. Some important pointers about the extension are mentioned below:

• Majorly supported by Microsoft Outlook.
• Stores one email message at a time.
• You cannot read in Notepad like a text editor.
• Lastly, without Outlook installation, .msg files cannot be opened directly.

What Does an MSG File Include?

An MSG file can store multiple attributes, such as:

• Email headers including Cc, BCC, To, Subject, etc.
• Message body with content, HTML, or RTF.
• Message IDs and timestamps.
• Attachments and embedded media.
• Specific metadata and properties.
• Due to the accuracy of storing each detail of a message, MSG files are preferred for backing up, sharing, investigations, and compliance.

What is the MSG File Type?

Here are the different types of MSG files mentioned:

• Email Messages including body, subject, attachments, etc.
• Tasks of an MSG file contain reminders, to do list, and deadlines.
• Calendars save the important dates and meetings.
• Contacts store information regarding contact numbers, details, etc.
• Notes are basically sticky notes for internal or instant reminders.

Structure of an MSG File

An MSG File contains a variety of information related to an email message. The structure of an MSG file contains:

• Header Information: Provides the sender's and recipient's email addresses, subject, date & time of the messages.
• Body content: It stores the actual content of an email, including plain text, HTML, RTF, etc.
• Attachments: Keeps the attachments, images, and embedded media.
• MAPI Properties: Contains the metadata and properties of the MSG files.

What are the Use Cases of an MSG File?

• MSG files are used to archive important emails, as each MSG file contains all the data of a single file.
• MSG is often used in important work like investigations, presenting evidence, storing crucial data, etc.
• You can transfer your entire data using MSG files from one email client to another.
• MSG files are the most reliable format to backup and recover.

Advantages of Using MSG Files

• Each MSG file contains an entire email, attachments, and metadata.
• MSG files are easy to share through email or cloud storage.
• This file is fully compatible and easily works with Outlook.
• It keeps all the data elements that are useful for important emails.
• You can store MSG files separately.

How to Access an MSG File?

There are several ways to access an MSG file:

1. Microsoft Outlook: The easiest way for this purpose is by using Microsoft Outlook. All you have to do is, just simply navigate to the MSG file and double-click on it, and it will directly open with Outlook.
2. Viewer Tool: If you do not have Outlook installed on your computer, then you can use a verified and trusted tool to open MSG file without Outlook.
3. Text Editors: Text file editors like Notepad can also show you the MSG file content, but without other attributes like attachments, metadata, etc.
4. Conversion Tools: Another way to access these files is by using reliable conversion tools and changing them into compatible formats like PDF, PST, TXT, DOC, etc.

Limitations of the MSG File Format

MSG files also have some major limitations:

• MSG files can't be opened without an Outlook installation.
• Sometimes, MSG files become large due to attachments, HTML, and other elements.
• MSG files face issues with non-Windows platforms.
• MSG files do not support other email platforms like Gmail, Apple Mail, etc.