Export filed emails

You can download a project's filed emails as zip files, for example to hand over the correspondence record at closeout or to keep your own archive. Each email comes out as its original message, with its attachments inside, sorted by folder and month, along with a spreadsheet index of everything in the export.

In this article we'll cover the following:

• Who can export
• Start an export
• Download your export
• What's in the zip file
• Good to knows
• Troubleshooting

Who can export

• Anyone in your firm (members of the organization that owns the project) can export the project's filed emails. These are the same people who can see the project's Emails page. You don't need to be on the project.
• You only get emails you can see. Emails in a restricted folder are included only if you're a member of that folder or an organization admin.
• Other companies on the project, such as consultants, contractors and owners, can't see or export your filed emails.
• Only the person who started an export can download or cancel it. Organization admins also see other people's exports in the list.

Start an export

Step 1: Open the project and select Emails in the side navigation. Then select Exports at the top right of the page.

Step 2: The Exports panel opens and lists this project's exports. Select New export.

Step 3: Choose which emails to export:

• Folder: All folders, Emails in no folder, or a single folder. You'll only see this if the project has folders.
• Sent date: pick a preset (This week, Last week, This month, Last 7 days, Last 30 days or Last 90 days), or type a From and To date. Leave both dates empty to export emails from any date.

The dialog starts with whatever folder and dates you're viewing on the Emails page. Select Continue.

Step 4: Check the summary. It shows about how many emails will be exported, about how large the export will be, and how many parts it will be split into. Then select Start export.

You might also see:

• "1 email has no sent date and is placed by filing date."
• "1 email has no original message. It is exported as a readable copy with its attachments." (see What's in the zip file)

Step 5: The export runs in the background, so you can close the dialog and keep working. Part3 emails you when it's ready.

Download your export

When the export is ready, you'll get an email with the subject "[Project]: email export ready". Select Open exports in the email, or select Exports on the project's Emails page.

Each export shows its status, what it includes, how many emails it holds and how long it's available. Select Download next to each part.

• Parts: Large exports are split into parts of up to 2 GB each, named like Harbourview Public Library emails - part 1 of 3.zip. Download every part.
• 7 days: Downloads are available for 7 days. After that the export expires and its files are deleted. You can start a new export any time.
• Cancel: While an export is In progress, you can select Cancel.

An export can show one of these statuses:

• In progress: Part3 is preparing the export.
• Ready: the parts are ready to download.
• Failed: the export didn't complete. Start a new one.
• Cancelled: the export was cancelled before it finished.
• Expired: the 7 days have passed and the files were deleted.
• Removed: access to some of the emails changed after the export ran (for example, a folder was restricted), so Part3 deleted it. Start a new export to get the emails you can see now.

What's in the zip file

Each part unzips to a folder named after the project. Inside, there's a folder for each email folder in Part3 (emails that aren't in a folder go in No folder), and a subfolder for each month:

Harbourview Public Library emails/
  index.csv
  RFIs/
    2026-09/
      2026-09-29_rfi-014-level-2-slab-edge-detail-at-grid-line-c_….eml
      2026-09-30_re-rfi-014-level-2-slab-edge-detail-at-grid-line-c_….eml
  Submittals/
    2026-10/
      …
  No folder/
    2026-10/
      …

• Each email is a .eml file: the original message, with its attachments inside. It opens in Outlook, Apple Mail and most other email apps. File names start with the sent date and the subject.
• Emails without an original message: if Part3 doesn't have an email's original message (for example, if it was too large, or was filed from a version of Outlook that can't provide it), you get a folder for that email instead, with a readable copy (email.html) and its attachments.
• index.csv lists every email in that part, one per row: sent and filed dates, sender, recipients, subject, folder, conversation, whether the original message was included, attachment names, and a checksum for each attachment. It opens in Excel.
• Emails that couldn't be included still get a row in index.csv. The outcome column says why, for example if the email was moved or removed after the export started.

Good to know

• One at a time. You can run one export at a time on each project, and your organization can run up to three at once.
• Where your data stays. Exports are prepared and stored in your project's region (Canada or the US).
• Times. The Exports panel shows times in your own time zone. The ready email shows them in UTC.
• The project export doesn't include filed emails. Settings → Export data exports a project's documents, not its filed emails. Export filed emails from the Emails page. See Export Project Data.

Troubleshooting

Q: I don't see Exports on the Emails page.

Exports are on the Emails page of projects your firm owns. If you can't see the Emails page at all, email filing isn't turned on for your organization, or the project belongs to another company. Contact support@part3.io if you think it should be there.

Q: It says "Your export from this project is still in progress."

You already have an export running on this project. Select View exports to check on it, or cancel it to start a different one.

Q: It says "Three exports are already running for this company."

Your organization has three exports running. Try again when one of them finishes.

Q: It says "No emails match this scope."

No emails you can see match the folder and dates you chose. Select Back and choose a different folder or wider dates.

Q: The export says "2 emails could not be included."

Open index.csv and look at the outcome column for those emails. Usually they were moved or removed after the export started. Start a new export to pick them up. If it keeps happening, contact support@part3.io.

Q: It says "Part 2 is larger than 2 GB because one email is larger than the part limit."

One email (with its attachments) is bigger than 2 GB, so it gets a part of its own. Download it as usual.

Q: It says "The download link could not be created. Try again."

Select Download again. Each download link only works for a short time, so download right after you select it.

Q: My export says Removed.

Access to some of the exported emails changed after the export ran, for example a folder was restricted or you left the firm. Part3 deletes the export so it can't be downloaded. Start a new export to get the emails you can see now.