Automatic Email Processor - process emails automatically

The complete solution to save and print emails and attachments automatically from IMAP, POP3 and Microsoft 365 accounts

Automatically process emails and email attachments according to individual rules

Automatic Email Processor is the complete solution for automatically saving and instantly printing incoming emails and their attachments. It connects directly to your email accounts — no extra email client required. Flexible filters and configuration options cover every task, including post-processing actions and dynamic archiving folders for both attachments and messages. With dynamic archiving folders, the storage path is built automatically from the individual properties of each email.

When saving messages, you can choose the output format (PDF, EML, MSG or HTML, among others). The MSG format (compatible with Microsoft Outlook) is especially well suited to archiving important messages. You can create any number of rules to apply separate settings to different email accounts, and rules can also be run against emails from a specific period or against all messages already sitting in a folder.

Supported account types: IMAP (any provider with IMAP access, including Exchange Server with IMAP service enabled), POP3 and Microsoft 365 / Outlook.com.

Try Automatic Email Processor now for 30 days... Go to the download page

Monitor email folders

Examine incoming emails and apply appropriate rules

Automatically save emails and attachments

Save emails and email attachments automatically into dynamically created folders

Print emails automatically

Send certain emails and attachments directly to the printer (for example, fax emails)

Optional further processing

Perform subsequent tasks, e.g., run a program with the filename of a saved attachment passed as parameter

With Automatic Email Processor, you can:

save emails automatically (as PDF file or in various other formats)
automatically print emails and email attachments (PDF files, Office documents etc.)
save attachments automatically (save all or certain attachments of an email by using a filter)
extract or print certain or all files from ZIP files
monitor an unlimited number of email accounts and folders (IMAP, POP3, Microsoft 365)
create custom rules for different tasks
filter by subject, sender, recipient, attachment file name ...
receive status reports by email, forward messages or inform the sender
use command line parameters: only one run, exit, catch-up

create storage folders dynamically from properties of an email
perform subsequent actions such as start a program with parameters, mark the message as read, flag the message, set a category or move/copy the email into another email folder
re-process all emails (with certain criteria) of any email folder
archive emails from any folder and period (e.g. as MSG files)
have the email moved to a different email folder after processing and have subfolders generated dynamically from properties of the email
have an Excel report with an overview and detailed information sent to you on a regular basis
limit the automatic processing of email messages to certain days and times

Automatically print emails and attachments

Automatic Email Processor monitors your email accounts and sends emails or attachments that match your criteria straight to the printer the moment they arrive. You can define separate print settings for each rule — for example, to print certain emails at a different quality. The printer can be chosen individually for each rule, and separately for the message and its attachments. You can even print only specific pages automatically (for example, just the first or last page of a PDF attachment).

Automatically save incoming emails as PDF files

Automatic Email Processor can automatically save incoming emails as PDF files in a folder of your choice — for example, to keep a backup copy of each message. The attachments and the original email can be embedded in the PDF as well (as an MSG file, with or without a digital signature). The path, folder, and file name of the PDF are built from various email properties, such as the date and part of the subject.

Save email messages automatically:

as PDF file (optionally the attachments and email embedded)

as HTML file

as TXT file

as MSG file (compatible with Microsoft Outlook)

as EML file (compatible with many email clients)

Automatically save and optionally detach email attachments

As well as archiving the complete email, Automatic Email Processor can save attachments on their own. Email properties and the attachment name can become part of the path — so details like the sender name flow straight into the folder and file name. Once an attachment has been saved, it can be detached from the email — more precisely, replaced by a small link file that points to the saved copy. This helps prevent oversized mailboxes and frees up storage space in your account. Detaching can optionally happen on a delay — for example, two weeks later.

For automated follow-up processing, you can pass the path of the saved attachments to an executable as a parameter. Attachments can also be extracted from ZIP archives inside the email — which often saves an extra step.

Who is the program for?

The program is designed for anyone who regularly receives emails whose messages and/or attachments need to be archived or processed automatically. Think of a monthly invoice that should be printed the moment it arrives, or a ZIP file that needs to be saved to a specific folder and then handed to another program for further processing. When email volumes are high, checking and sorting everything by hand ties up a lot of time and effort. Once set up, Automatic Email Processor handles all of this automatically in the background — saving you time.

Try Automatic Email Processor now for 30 days without obligation ... Go to download

Flexible filtering options

Automatic Email Processor provides flexible filters that narrow down which emails get processed, based on their attributes. All criteria can be combined freely, and as soon as they are all met, the rule's task runs — for example, the email is converted to a PDF or all its attachments are saved. You could specify, say, that only PDF attachments whose file name contains a certain word and that come from a particular sender should be saved or printed.

Flexible, adjustable rules

The software is easy to configure, and because it supports multiple rules, you can define flexible filter rules that apply individually to each email account. Since you can create several rules for any folder, emails and attachments can be saved to different directories at the same time. A single email can also be handled by several task types at once — for example, one task to save all of its attachments and store the message as a PDF, and another to print two copies as soon as it arrives.

Use email properties for the storage location

When needed, Automatic Email Processor can build the path and name of the storage folder from different properties of each email — whether you're saving the message itself or extracting its attachments. For instance, the date an email was received can be combined with its subject to name a subfolder. For attachments, you can also use part of the original attachment file name for the folder or file name the program saves them under.

Available email properties:

recipient name, recipient email address, recipient domain
sender name, sender email address, sender domain
subject (complete or a part)
date of receipt (can be composed of year, month, day ...)
current date (can be composed of year, month, day ...)
file name of the attachment (complete or a part)
name of any parent email folder

Step-by-step instructions

Getting started
Save attachments automatically
Set up an IMAP account
Connect a Microsoft 365 account
Save emails automatically
Forward emails automatically
Print emails and attachments automatically
CSV mapping: translate sender domain into a client folder
Use part of the subject or message body as a folder or file name
Set up as a Windows service

Frequently asked questions

Which email accounts does Automatic Email Processor work with?

It connects directly to IMAP accounts (any provider with IMAP access, including Exchange Server with IMAP enabled), POP3 accounts, and Microsoft 365 / Outlook.com. No additional email client needs to be installed, and you can monitor any number of accounts and folders at once.

Can Automatic Email Processor save email attachments automatically?

Yes. It saves all attachments or only those matching a filter (by file name, sender, subject and more) into folders built dynamically from email properties such as sender or date. Attachments can optionally be detached from the mailbox afterwards – even with a time delay – to save space.

Can it save incoming emails as PDF files?

Yes. Emails can be saved automatically as PDF – optionally with the attachments and the original message embedded – as well as in MSG, EML, HTML or TXT format. The path and file name are composed from email properties such as the date and subject.

Can Automatic Email Processor run automatically in the background?

Yes. It monitors your accounts and processes each new email the moment it arrives. You can limit processing to certain days and times, and run the program as a Windows service so it works continuously without anyone being logged in.