How to Combine Messages from Multiple Apps Into One Place
- Tom tomfmalick@gmail.com
- 6 days ago
- 5 min read
Updated: 5 days ago
Step-by-step instructions for WhatsApp, text messages, email, OurFamilyWizard, and more.
Jump to:
WhatsApp · Facebook Messenger · Gmail · Outlook · Android SMS · iPhone SMS · OurFamilyWizard · AppClose · CoParenter · Any CSV
If you're co-parenting, your communication is probably scattered across text messages, WhatsApp, email, and maybe a co-parenting app. When you need to find one specific exchange, or hand everything to your lawyer, you end up bouncing between apps and taking screenshots.
There's a better approach: export the records from each platform using their built-in "download my data" features, keep the originals untouched, and then organize everything from one place.
This guide covers the export process for every major platform. The instructions link to official help pages where available, so you're working from the source.
Before You Start (Do This Once)
Export from the source. Don't copy/paste or retype messages into a document.
Keep original files exactly as downloaded. Don't edit them. Work from copies.
Export "All time" if possible. Or at least the full date range you might need.
Remember what the formats mean: Coparenting apps will generally export to a watermarked PDF which means you'll need screenshots for evidence. SMS, WhatsApp, FaceBook Messenger are text based so screenshots from files aren't possible. That's why its important to use software that can process these and maintain a chain of custody that help admissibility of evidence.
Export format: TXT (+ optional media)
WhatsApp has a built-in export feature that works per-chat.
Steps:
Open the chat you want to export
Tap the three dots (⋮) in the top right
Tap More, then Export chat
Choose Without media or Include media
Select where to save or share the file
What you get: A .txt file with the chat history. If you include media, you'll get a package (often a .zip) with the images and videos.
Important - Message Limits: WhatsApp exports have message-count caps. The widely reported limits are around 40,000 messages without media and 10,000 with media, but this varies by device and app version. If you have a very long chat history, you may not get everything.
Can't find "Export Chat"? WhatsApp has rolled out privacy controls that let users restrict exports in some chats. If you don't see the option, the other person may have this setting enabled. The Verge covered this change.
Facebook Messenger
Export format: HTML or JSON
Meta lets you export your data (including messages) through Accounts Center.
Steps:
Go to Accounts Center
Navigate to Your information and permissions
Select Download your information
Create an export and select Messages
Choose your date range and format (HTML for reading, JSON for processing)
Submit the request and wait for the download link
Note on encrypted chats: Messenger has been rolling out end-to-end encryption with options like Secure Storage for message history. Depending on your account settings, older messages may be handled differently than newer encrypted ones.
Gmail
Export format: MBOX
Google Takeout is the standard way to export Gmail in bulk. You'll get an MBOX file, which is a standard email archive format.
Steps:
Go to Google Takeout
Click "Deselect all" to start fresh
Scroll down and check Mail
Click "All Mail data included" to select specific labels, or leave it for everything
Click "Next step" and choose your export options
Create the export and wait for the download link (can take hours for large mailboxes)
Outlook
Export format: PST
Outlook exports to a PST file, which is Microsoft's proprietary archive format.
Steps:
In Outlook, go to File
Select Open & Export, then Import/Export
Choose Export to a file
Select Outlook Data File (.pst)
Choose which folders to export
Select a location and finish
Android Text Messages (SMS)
Export format: Varies (XML, CSV, PDF)
Android doesn't have a universal built-in "export SMS" feature across all devices, so most people use a third-party app.
Common options:
SMS Backup & Restore - Backs up SMS/MMS to XML files. Primarily designed for backup and restore, but the XML can be processed.
SMS Backup, Print & Restore - Markets export to CSV, PDF, HTML, and TXT formats.
Pricing note: Many third-party exporters have free tiers with paid unlocks for full functionality. Prices change over time, so check the app listing for current costs.
iPhone Text Messages (SMS/iMessage)
Export format: Varies (CSV, PDF, TXT)
Apple doesn't provide a built-in "export iMessage" feature. You'll need a desktop tool that can read iPhone backups.
iMazing (Mac/Windows)
iMazing can export iPhone messages to various formats including PDF and CSV.
Trial limitation: The free trial caps Messages export at 25 items
Licensing: iMazing moved from device licenses to subscriptions
Decipher TextMessage (Mac/Windows)
One-time purchase at $29.99 USD (check vendor site for current pricing).
OurFamilyWizard
Export format: PDF reports
OFW supports downloading message records as PDF reports. According to their support materials:
Messages are permanent (cannot be edited or deleted)
All messages are timestamped
You can filter by date range and then download a PDF report
Reports are unlimited and always free within OFW
Steps:
Go to the Messages section
Set your date filters
Click the download/export option
Generate the PDF report
AppClose
Export format: PDF or email
AppClose has two different export methods depending on whether you're a parent using the mobile app or a professional using AppClose Pro.
Mobile App (Exporting Your Own Chats)
Open the chat
Tap the down arrow next to the member name
Tap Export
Choose your date range
AppClose Pro (For Professionals)
If you're a professional (attorney, mediator) exporting a client's chats through AppClose Pro, there's an authorization workflow:
You request access/export
The client approves or declines
Client can set an access duration (up to 90 days)
Exports are delivered via email link after approval
Export format: Transcript
CoParenter states that communications are timestamped and "non-editable and undeletable." Conversation history can be exported as transcripts.
Tip: CoParenter will export one PDF file per subject thread created. Downloads are only possible from your mobile device.
They have a video walkthrough that covers exporting transcripts in their help resources.
Once You Have Your Exports
Now you'll have a collection of PDFs, TXT files, MBOX archives, and CSVs. The next challenge is making sense of it all.
What you want:
One chronological timeline across all sources
One search box that covers everything
A way to tag or flag key moments
Clean exports for review or court prep (while keeping originals untouched)
That's the problem CustodyComms is built to solve: you bring the exports in, it helps you organize and review them without living in screenshots.
FAQs
What if I have years of messages? Export everything, or do it in chunks by year if the platform has limits. The important thing: keep original exports intact, then work from organized copies.
Is my data secure? Best practice is local-first handling and keeping originals archived. How you store and protect them (disk encryption, backups, access control) matters as much as any tool you use.
What if my app isn't listed? If you can export to PDF, CSV, TXT, MBOX, or HTML for the sources we listed, you're usually in good shape. When in doubt, export to CSV as CustodyComms has a robust column mapper that can handle most files. Email support@custodycomms.com if you'd like to see a different format supported!
Links to official help pages were verified at the time of writing. Export features and pricing may change over time. Always check the platform's current documentation for the most accurate instructions. All product and company names are trademarks or registered trademarks of their respective holders. Use of them does not imply any affiliation with or endorsement by them. CustodyComms is not affiliated, associated, authorized, endorsed by, or officially connected with any of the platforms mentioned in this article.
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