Filter Emails By Key Words Before Conversion

Huge news, as Total Mail Converter Pro just got a whole lot better and even easier to use. CoolUtils Total Mail Converter Pro already makes it easier than ever to backup, save and convert emails and attachments to PDF, DOC and a variety of other output formats at the push of a button. However, with the recently announced upgrade, filtering, searching and finding the emails you need converted is now easier than ever thanks to the new two-level filtering system.

Quick answer: To filter emails before converting, open Total Mail Converter Pro and load your EML or MSG files. Use the first-level Advanced Filter to show only messages matching a name, size, or date range, then open the Filter tab during conversion to narrow further by word, phrase, or name in the Sender, Recipient, Subject, or email body. Only the emails you actually need get converted.

After selecting the EML or MSG file containing the required emails from your hard drive, the first level of the filter then allows you to sort through to show only those that match your filter. You can filter out the emails to show only those that contain or do not contain a specific name, or those files within a certain size or between certain dates.

mail converter filter

Instead of having to manually search through hundreds or thousands of emails, this first filter makes the task that much easier by only showing you those emails that match your chosen criteria. Simply click on the Advanced Filter button, input the desired criteria and the software will automatically return a list of all email files and folders that match.

However, this still doesn't help that much in the case that you only need to select specific conversations and messages from a particular sender, as this first filter will still show you all messages from that sender and is only able to filter based on name, date or size. This is where the next filter comes in to simplify things even further.

After filtering out your files, you can simply select all of the folders or files that match your chosen criteria even if you don't need all of them. Once you've selected the folders, you'll need to first choose the desired output format (PDF, DOC, etc.), which will then bring up the menu where you can choose your conversion options like appearance, headers and footers, file names, etc.

If you click on the Filter tab on the left side of the menu, you'll now have even more filtering options. You can again filter out only those emails that contain a specific word, phrase or name in the Sender, Recipient or Subject fields. However, even more useful is the fact that you can now search for only those emails that contain a specific word within the body of the email as well.

mail converter filter

Total Mail Converter already saved you a ton of time and hassle compared to having to backup and convert files individually, and now thanks to the new two-level filter, automatically finding which emails you want to convert is now just as easy.

Download your free evaluation copy of Total Mail Converter Pro and convert all your emails to PDF, DOC, TIFF files in seconds.

Total Mail Converter Pro Customer Reviews 2026

Rate ItRated 4.7/5 based on customer reviews

"We only ever need a small subset of a client's mailbox converted for an audit, not the entire folder. Total Mail Converter Pro's two-level Advanced Filter lets us narrow EML and MSG files by name and size before conversion, so we stopped wasting time converting messages we would just delete afterward."

5 Star Winifred Kowalczyk Tax Adviser, Kowalczyk Financial Consulting

"Public records requests often specify a narrow date range or sender, and converting the full mailbox first was slow. The new two-level filtering in Total Mail Converter Pro lets us match messages by name and size before running the batch to PDF, cutting our response time noticeably."

5 Star Terrence Oduya Government Records Officer, County Licensing Office

"Filtering emails before conversion instead of after saves real time on large discovery batches. Total Mail Converter Pro's Advanced Filter narrows down EML and MSG files by criteria we set upfront, though it took a first test run to understand how the first-level and second-level filters combine."

4 Star Adrienne Castellano Paralegal, Castellano Litigation Support

Filtering Emails Before Conversion — FAQ ▼

How do I filter emails before converting them?

Total Mail Converter Pro has a two-level filtering system. After loading your EML or MSG files, the first-level Advanced Filter narrows by name, size, or date, and a second filter on the Filter tab narrows by word, phrase, or name in specific fields.

What can the first-level Advanced Filter do?

Click the Advanced Filter button to show only emails that contain or do not contain a specific name, fall within a certain size, or sit between certain dates. The software returns a list of all matching files and folders.

Can I filter by words inside the email body?

Yes. On the second-level Filter tab you can search for emails that contain a specific word within the body of the message, not just in the Sender, Recipient, or Subject fields.

Which fields can the second filter search?

The second filter can show only emails that contain a specific word, phrase, or name in the Sender, Recipient, or Subject fields, plus the body text of the email.

What output formats are available?

Total Mail Converter Pro converts the filtered emails to PDF, DOC, TIFF, and several other formats. You choose the format before setting conversion options like appearance, headers, footers, and file names.

Why use two filters instead of one?

The first filter quickly narrows a large mailbox by name, size, or date, while the second filter pinpoints exact conversations by keyword. Together they let you convert only the emails you actually need.

Do I have to search emails manually?

No. Instead of scrolling through hundreds or thousands of messages, you enter your criteria and the filters automatically return the matching emails for conversion.