How to Use Total Webmail Converter — Step-by-Step TutorialTotal Webmail Converter is a desktop application designed to convert webmail message files and exported mailboxes into various formats such as PDF, DOC, TXT, TIFF, JPEG, and more. This tutorial walks you through installing the software, preparing mail files, selecting output formats, customizing conversion settings, batch processing, and troubleshooting common issues. It also includes practical tips for preserving email metadata and attachments.
What you’ll need
- A Windows PC (Total Webmail Converter is Windows-only).
- The Total Webmail Converter installer (download it from the vendor’s official site).
- Exported webmail files or mailboxes (EML, MSG, MBOX, or supported formats).
- Sufficient disk space for converted files.
1. Install Total Webmail Converter
- Download the installer from the official site.
- Run the installer and follow on-screen prompts. Choose an installation folder or accept the default.
- If offered, register or enter a license key; otherwise, continue with the trial version.
Tips:
- Run the installer as Administrator if you encounter permission issues.
- Close other applications while installing to avoid conflicts.
2. Prepare your email files
- Export or gather emails you want to convert:
- From Gmail/other webmail: use the service’s export tools or a mail client (e.g., Outlook, Thunderbird) to save messages as EML/MBOX/MSG.
- For multiple accounts, organize exported files into separate folders to avoid confusion.
- Verify that attachments are present in the exported files.
Tips:
- If you have an MBOX file from a webmail export, consider splitting large MBOX files into smaller chunks for more reliable processing.
- Keep a backup of original files before converting.
3. Launch the program and add files
- Open Total Webmail Converter.
- Use the Add Files / Add Folder buttons to locate and select your email files or folders. The program supports drag-and-drop for convenience.
- Confirm that the file list shows all items you intend to convert.
Tips:
- Use the program’s preview pane (if available) to confirm emails appear correctly before conversion.
- Filter files by date, sender, or subject to narrow selection.
4. Choose output format
- Click the Output Format dropdown and select the desired format (PDF, DOC, TIFF, JPEG, TXT, etc.).
- Consider the purpose of conversion:
- PDF for archiving and printing.
- DOC for editing in Word processors.
- TIFF/JPEG for image-based records.
- TXT for plain text extracts.
Tips:
- If you need searchable text in PDFs, choose a PDF option that supports OCR (if provided) or ensure the original text is preserved.
5. Configure conversion settings
- Click Settings or Options to open format-specific preferences. Common settings include:
- Page size and margins (for PDF/TIFF).
- Include attachments (embed or save separately).
- Naming convention for output files (date, sender, subject).
- Encoding and character set for TXT/DOC.
- Set how attachments are handled:
- Embed attachments into PDFs.
- Save attachments as separate files in a subfolder.
- Configure advanced options:
- Add headers/footers or page numbers.
- Apply templates for consistent formatting.
- Enable OCR for image attachments if available.
Tips:
- Use a clear naming scheme like YYYYMMDD_Sender_Subject to keep files organized.
- Test settings on a small batch before full conversion.
6. Batch processing and automation
- Select all files you want to process.
- Use the Batch Convert or Convert button to start processing multiple emails at once.
- Monitor progress via the status window; the program will show completed and pending items.
Tips:
- For very large batches, run conversions overnight.
- If available, use command-line options or scheduled tasks for repeated automated conversions.
7. Check converted files and attachments
- Open a sample of converted files to verify formatting, embedded images, and attachments.
- If attachments were saved separately, confirm they’re in the designated folder and correctly linked (if applicable).
- Spot-check dates, sender information, and message body for accuracy.
Tips:
- For legal or compliance uses, verify metadata like timestamps and message headers are preserved.
- If text is missing, try a different encoding or enable OCR.
8. Troubleshooting common issues
- Missing attachments: ensure “Include attachments” is enabled or save them separately.
- Garbled characters: change encoding (UTF-8, ISO-8859-1) in settings.
- Conversion fails on certain files: isolate problematic messages and try converting individually; rebuild or re-export the original mailbox if necessary.
- Slow performance: split large batches; close other heavy applications.
9. Advanced tips
- Create templates for consistent headers/footers and reuse them across conversions.
- Use the program’s command-line interface (if provided) to integrate conversions into scripts.
- For email discovery/e-discovery workflows, export logs and maintain an index of converted files.
10. Uninstalling or upgrading
- To upgrade, download the newer installer and follow prompts—your settings may be retained.
- To uninstall, use Windows Settings > Apps or Control Panel > Programs and Features.
Example quick workflow
- Export mailbox from webmail to MBOX.
- Open Total Webmail Converter → Add Folder → Select MBOX.
- Choose Output: PDF → Settings: Embed attachments, A4, add date in filename.
- Batch Convert → Review converted PDFs and saved attachments.
If you want, I can:
- Provide a shorter quick-start checklist.
- Write step-by-step commands for using the program’s command-line (if you have it installed).
Leave a Reply