How Legal Professionals Can Efficiently Handle Outlook File Types

29 November 2024 by Ross eDiscovery Microsoft-Outlook MSG PST EML
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Takeaway: Navigating various Outlook file types, such as MSG, EML, PST, and OST files, can be challenging for legal professionals. These formats often contain critical data like emails, client communications, and evidence. Understanding how to view and manage these files efficiently can save time and streamline workflows.

In the legal world, emails often play a pivotal role in case documentation. They can serve as evidence, record client communications, or store other vital data. However, accessing and reviewing these files can be tricky, especially when dealing with Outlook’s proprietary formats.

Microsoft Outlook has been a dominant email client for years due to its versatility. It enables offline email access and includes tools like calendars, to-do lists, and address books, making it much more than just an email platform. However, legal professionals must understand Outlook’s various file types to handle them effectively during eDiscovery.

What are MSG files, EML files, and PSTs?

Microsoft Outlook generates multiple file types, each serving different purposes. Below, we break down the most common formats encountered in eDiscovery.

MSG file type

An MSG file is a standalone email message created or saved by Microsoft Outlook. For example, dragging an email from Outlook into a folder on your computer generates an MSG file. These files store the email body, attachments, hyperlinks, sender details, and send dates.

EML file type

EML files are similar to MSG files but are universal. Initially used by Microsoft Outlook Express (discontinued), EML files are now supported by email clients like Apple Mail, Mozilla Thunderbird, and Windows Mail. These plain text files can be opened with basic text editors, making them versatile and accessible.

PST file type

PST files, or Personal Storage Tables, store large collections of email data, including messages, contacts, calendar events, and other items. They are ideal for archiving or organizing old emails. For Mac users, the equivalent is the OLM file.

OST file type

OST files, or Offline Storage Tables, temporarily store Outlook data when working offline. Once you reconnect to the internet, they sync with the corresponding PST file. However, syncing errors can result in lost emails, requiring careful management.

Why MSG, EML, and PST files matter in eDiscovery

Understanding the nuances of MSG, EML, and PST files is critical for efficient eDiscovery. Here’s why each file type matters:

  • MSG files: Offer detailed information about individual emails, making them essential for isolating specific communications.
  • EML files: Provide cross-platform compatibility, ensuring accessibility across various email clients.
  • PST files: Allow for the comprehensive archiving and retrieval of email data, streamlining case preparation.

Challenges in viewing Outlook files

While Microsoft Outlook is the default tool for accessing these file types, legal professionals often encounter scenarios where they lack access to Outlook or need to view these files in a way that preserves metadata integrity. Here are some common challenges:

  • Proprietary formats: MSG, PST, and OST files are not universally accessible.
  • Metadata sensitivity: Altering metadata can compromise legal evidence.
  • Security risks: Using unverified tools to view files can expose sensitive data.

How to view MSG, EML, and PST files

Standard viewing options

If you have Microsoft Outlook installed, you can open MSG, EML, and PST files directly. However, this isn’t always an option. For those without Outlook, various third-party tools are available, including:

  • FreeViewer: A free tool for viewing Outlook files.
  • Encryptomatic: A trusted tool for handling MSG and PST files.

When choosing a viewer, ask yourself:

  • Is it free?
  • Is it online or offline?
  • Is it safe for sensitive data?

Caution with free tools

While free viewers are convenient, they often come with risks. Some tools may alter file metadata, which can compromise your case. Always use trusted software to handle sensitive legal documents.

Secure solutions for eDiscovery

For legal professionals handling critical files, eDiscovery software like GoldFynch provides a secure, comprehensive view of Outlook files. Designed specifically for the legal field, GoldFynch ensures metadata preservation and offers robust tools for managing email files.

GoldFynch’s free PST viewer

If you want to preview a PST/OST file without installing Outlook or uploading sensitive data, GoldFynch’s free PST viewer is a practical solution. It works directly from your browser, allowing you to analyze the contents without risking metadata integrity.

To handle MSG, EML, and PST files effectively, follow these tips:

1. Prioritize security: Always use trusted tools to open email files, especially when handling confidential client information. Use free online tools for highly sensitive data only after verifying their security. 2. Stay organized: Create a systematic labeling and categorization process for your email files. This will help you locate specific documents quickly during case preparation. 3. Backup regularly: Prevent data loss by creating regular backups of email archives. Use encrypted storage solutions to keep these backups secure. 4. Leverage specialized software: eDiscovery tools like GoldFynch are designed to meet the unique needs of legal professionals. They allow you to handle email files securely while preserving metadata.

Streamlining Outlook File Management

Efficiently viewing and managing Outlook files is crucial for paralegals, lawyers, and other legal professionals. Whether you’re working with MSG files, EML files, or PSTs, understanding these formats and using the right tools can save time and reduce stress. Tools like GoldFynch provide secure, reliable solutions tailored to the legal profession. Meanwhile, adopting best practices—like prioritizing security, staying organized, and backing up files—ensures you’re always prepared for your next case.

By mastering these strategies, you can easily handle Outlook files, making your work more efficient and effective.

Looking for a tool to help your Outlook eDiscovery process? Try GoldFynch.

For efficient and secure handling of Outlook data during legal reviews, it is essential to utilize eDiscovery-specific software when working with Outlook files. This approach not only safeguards the metadata but also enhances the review process with powerful tools designed for paralegals and lawyers. If you’re looking for such a platform, try GoldFynch! It has a free trial that you can sign up for in seconds without a credit card.

  • It costs just $27 a month for a 3 GB case: That’s significantly less than most comparable software. With GoldFynch, you know what you’re paying for exactly – its pricing is simple and readily available on the website.
  • It’s easy to budget for. GoldFynch charges only for storage (processing is free). So, choose from a range of plans (3 GB to 150+ GB) and know upfront how much you’ll be paying. It takes just a few clicks to move from one plan to another, and billing is prorated – so you’ll pay only for the time you spend on any given plan. With legacy software, pricing is much less predictable.
  • It’s simple to use. Many eDiscovery applications take hours to master. GoldFynch takes minutes. It handles a lot of complex processing in the background, but what you see is minimal and intuitive. Just drag-and-drop your files into GoldFynch and you’re good to go. Plus, it’s designed, developed, and run by the same team. So you get prompt and reliable tech support.
  • It keeps you flexible. To build a defensible case, you need to be able to add and delete files freely. Many applications charge to process each file you upload, so you’ll be reluctant to let your case organically shrink and grow. And this stifles you. With GoldFynch, you get unlimited processing for free. So, on a 3 GB plan, you could add and delete 5 GB of data at no extra cost – as long as there’s only 3GB in your case at any point. And if you do cross 3GB, your plan upgrades automatically and you’ll be charged for only the time spent on each plan. That’s the beauty of prorated pricing.
  • Access it from anywhere. And 24/7. All your files are backed up and secure in the Cloud.

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