How to Convert OST to RTF Document? Best 3 Solutions Explained

Want to convert OST to RTF and access Outlook mailbox data in a readable and editable document? If yes, then you are in the right place. In this article, we will explain the best techniques to convert .ost files to .rtf format using manual methods, Outlook VBA, and desktop-based software solutions for multiple or large OST files. Read the complete blog to understand each approach and choose the one that is best suited for your needs.

OST VS RTF: Overview

OST and RTF are two different file formats that are designed for different purposes. An OST (Offline Storage Table) file is an Outlook data file that stores a synchronized copy of mailbox data such as emails, contacts, calendars, and other items. OST file is used by Microsoft Outlook to provide access to mailbox data when working with an Exchange, Microsoft 365, or IMAP account.

On the other hand, RTF (Rich Text Format) is a document format that supports basic text formatting and can be opened using compatible word-processing applications. It is commonly used when users want to save email content in a readable and editable format.

Common Reasons to Convert OST to RTF Document

OST files are designed for Outlook, whereas RTF provides a more accessible way to view and edit email content. Here are some common reasons why users may need to convert OST file to RTF format.

• RTF files can be opened and edited using a compatible word-processing application without depending entirely on Outlook.
• Converting OST to RTF helps to view emails in a clean, document-based format while retaining basic text formatting.
• These files can be shared with colleagues or other users who may not have the access to the original Outlook mailbox.
• Exporting OST into RTF helps users to access OST file which is no longer associated with its original Outlook profile.
• Important Emails can be saved as RTF documents for future reference, records, or documentation.
• Transforming important OST mailbox content into RTF provides an additional way to preserve and access email information.

In short, converting OST data to RTF makes Outlook mailbox content easier to read, edit, share, and preserve. Since OST and RTF serve different purposes, the conversion requires a proper method rather than simply changing their file extension. Now, let’s move to the main section and explore the different methods to export OST file to RTF.

Workaround 1. How to Convert OST File to RTF through Outlook Application?

If you have the access to OST file through the configured Outlook profile, Microsoft Outlook offers a simple way to save individual emails in RTF format. This method is suitable when you need to convert OST to RTF for selected email messages. The following steps to save OST as RTF document using this method are given below:

1. Firstly, launch the Outlook application on your device
2. Then, open the Profile associated with the OST file
3. Next, go to the required folder, such as Inbox, Sent Items, or Drafts
4. Now, select and open the email that you want to save in RTF format
5. Then, click on the File and choose Save As option
6. After this, choose the destination location where you want to save the email
7. In the Save as type option, choose Rich Text Format (.rtf)
8. Next, enter the suitable name for the RTF file
9. Lastly, click on Save button to export the selected email

Workaround 2. Convert OST to RTF using Outlook VBA

When a mailbox contains numerous emails, saving them individually through Outlook can require considerable time and effort. So using Outlook VBA option can help automate the process and save multiple emails in RTF format. The following steps are:

1. First, open Microsoft Outlook and make sure the required OST mailbox is accessible

2. Then, press Alt + F11 to open the Visual Basic for Applications editor

3. Then, go to the Insert tab and then Module to create a new VBA module

4. Next, write or paste the VBA script that accesses the required Outlook folder and saves the selected emails

VBA Script to Copy:

Sub ExportEmailsToRTF()

Dim OutlookMail As Outlook.MailItem

Dim SelectedItems As Outlook.Selection

Dim i As Integer

Dim SavePath As String

SavePath = "C:\OST_RTF\"

Set SelectedItems = Application.ActiveExplorer.Selection

For i = 1 To SelectedItems.Count

If TypeName(SelectedItems.Item(i)) = "MailItem" Then

Set OutlookMail = SelectedItems.Item(i)

OutlookMail.SaveAs _

SavePath & OutlookMail.Subject & ".rtf", _

olRTF

End If

Next i

MsgBox "Emails have been exported to RTF format."

End Sub

5. Now, use Outlook’s SaveAs method with the RTF file type to save the email content

6. After this, specify the destination folder where you want the RTF files to be stored

7. Next, run the VBA script to process the selected Outlook emails

8. Lastly, open the destination folder and verify the generated RTF files

Microsoft’s Outlook object model identifies olRTF as the value for Rich Text Format when using SaveAs.

Also note: This Outlook VBA approach requires technical knowledge of VBA and Outlook’s object model. It may also require customization if the mailbox contains multiple folders, a large number of messages, attachments, or different types of Outlook items.

Guide to Use OST to RTF Converter

1. Download and install the aforementioned tool on your desktop.
2. Then, click on the Add File or Add Folder option to upload OST files.
3. To convert OST to RTF, choose the Document format from the export type list.
4. After that, tap on the Advanced Settings option to apply unique filters.
5. Next, click on the Browse button to select the saving location.
6. Then, to convert OST to RTF, select the RTF format and tap Export button.

Wrap Up!

With this, we have come to the end of this blog. Here, we have listed 3 ways to convert OST to RTF document. These ways include a manual solution, an Outlook VBA method, and a professional solution. We have also discussed all the possible reasons why users choose to export OST to RTF format. You can choose the right approach depending on your requirements.