Email Index Template (PDF) — Free Generator
An email index keeps your communications organized for court. Instead of printing dozens of messages with no context, summarize who sent what, when, and why it matters.
Why an email index helps admissibility
- Demonstrates chain of communication without flipping through every message.
- Shows the sender/recipient at a glance, which helps authenticate the email.
- Lets you cross-reference attachments or Bates numbers listed in your Document Index.
- Supports motions or declarations by showing when each message was sent.
Suggested columns
Courts rarely dictate exact columns, but the combination below covers most requirements. Include Message-ID if available so you can deduplicate threads before producing them.
- Date (normalized to YYYY-MM-DD HH:MM)
- From (email address)
- To (email address)
- Subject
- Message-ID (hidden header used for dedupe)
- Thread/Label (Gmail label, Outlook folder, or topic)
How to export from Gmail or Outlook
Gmail: use Google Takeout to export the mailbox, then convert the relevant folder to CSV or paste metadata straight into the Email Index generator. Outlook desktop: use “Open & Export → Import/Export → Export to a file → CSV.” Clean up headers (“From Name” vs. “From (Name)”) before loading the data.
Step-by-step: build an email index
- Open the Email Index generator.
- Paste CSV/TSV from Gmail, Outlook, or another export—or switch to the table editor to type entries.
- Review rows, normalize dates, and confirm Message-IDs for dedupe.
- Sort by date, sender, or thread, then click “Generate Index PDF.”
- Pair the resulting PDF with your EmailCourt printouts and Statement of Facts for context.
FAQ
Why normalize dates?
Courts prefer consistent formats so entries sort correctly. Convert to YYYY-MM-DD (optionally with time) and use the same timezone throughout the index.
What columns should I include?
At minimum capture Date, From, To, and Subject. Add Message-ID for dedupe, Thread/Label for grouping, and attachments or Bates numbers if you have them.
How do I export from Gmail?
Use Google Takeout or print to PDF, then copy the metadata into CSV. CourtPDF lets you paste CSV/TSV directly into the generator.
What about Outlook?
Export a folder to CSV using Outlook desktop (File → Open & Export). Clean headers like “From: (Name)” so your index stays consistent.
How do I keep threads together?
Add a Thread or Label column. The Email Index tool can sort on that column and deduplicate by Message-ID so you only list each email once.