How to Convert Outlook Email to PDF? Complete Guide

Published By Jamie Kaler

Approved By Rollins Duke

Published On March 20th, 2024

Reading Time 9 Min Read

Summary: This article teaches how to convert Outlook email to PDF with attachments along with all the included data such as attachments, calendars, and contacts while saving a lot of time. The methods mentioned in this article work with all the versions of Windows and MacOS. So, let’s move to the solution to save Outlook email as PDF with attachments instantly.

MS Outlook is the most popular email client used for both personal and professional use. Every Organization uses the Outlook email application to have an amazing mailing experience. For several reasons, users often need to print Outlook email to PDF to make their Outlook easier and access them easily from anywhere.

We know saving Outlook email as PDF can be frustrating and time-consuming especially when you are having Outlook email data in bulk. To solve this problem, we have found some of the best modern techniques that will help you to easily convert Outlook email to PDF with attachments and all other data. Let’s start.

Reasons to Save Outlook Email as PDF with Attachments

Convert Outlook email to PDF to make it portable and access data using any device or application.
Outlook generates PST file format which is supported only by Outlook and on the other hand PDF is a widely compatible file format that can be easily opened and viewed.
Emails are safer in PDFs as they can’t be altered and are thus compliant with the rules and laws.
PDF files are easy to share across any device or platform without needing the help of any email application.
People also save Outlook email as PDF for legal and investigation purposes.

Best Solution to Convert Outlook Email to PDF with Attachments

The best method to save Outlook email as PDF with attachments is by using RecoveryTools PST to PDF Converter. It excels in the arena of batch conversion and creates separate PDF files for each Outlook message. This tool can process Outlook data in 3 ways:

Directly from the configured accounts
Via PST file
Via OST file

So regardless of the type of account you have, as long the email is present in Outlook, you can export Outlook emails to PDF with attachments without fail. Additionally, the Outlook to PDF Converter keeps your attachments intact by embedding them in PDF documents.

Download the Demo Version of the tool to convert Outlook email to PDF for Free:

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Quick Steps to Save Outlook Email as PDF

Step 1: Download and run the tool.
Step 2: Upload Outlook profile data.
Step 3: Select the needed folders/subfolders.
Step 4: Choose PDF as a saving option.
Step 5: Apply the filters and Browse the path.
Step 6: Hit the Convert icon to convert Outlook email to PDF.

Complete Guide to Print Outlook Email to PDF with Attachments

Start the given Outlook to PDF Converter on your computer then hit the Next button.
On the next screen, you will see multiple options to fetch Outlook emails and select the preferred option:
- Automatically fetch mailbox data from Outlook.
- Select Files or Select Folders.
Here, select all of the required folders of your Outlook Mailbox.
Now, select “PDF” from the list of Saving Options to save Outlook email as PDF with attachments in batch with all data.
Apply the advanced filter option to convert Outlook email to PDF selectively from the Filter Options tab.
Enable the File Naming Option to manage your converted PDF files in a good manner.
Choose the saving option using the Browse button to save the resultant data.
Lastly, click on the Next or Convert icon to convert Outlook email to PDF with attachments.
Wait for the process to complete and check the PDF files after conversion.

Why Advanced Outlook to PDF Converter?

There are lots of advanced features and filters, which makes it the first choice of users over manual methods to convert Outlook email to PDF with attachments. and all those phenomenal features are given below one by one:

Standalone & Independent: This tool is completely standalone, and there is no need to install any supportive tool like Outlook.
Upload Outlook Data Manually: Also, it provides dual options to upload your exported single or multiple data files and folders to the software using the Select Files and Select Folders options.
Load Data Automatically: If your working or not working Outlook profile is connected with the same machine, then it will load the complete data automatically from the default storage location.
Convert Outlook Email to PDF Selectively: Also, it provides an advanced filter option, which allows users to save needed emails selectively via Date Range, To, From, Subject, etc.
File Naming Option: This Outlook to PDF converter tool provides a file naming option for a single email format to manage your data in a good manner.
Choose Location: it will choose a desktop location by default to save Outlook email as PDF with attachments, also, you can select the other path using the Browse button.

How to Convert Outlook Email to PDF Manually?

Here we are going to mention four of the latest and best manual methods to save Outlook email as PDF format. we have used Print, Gmail, and other methods to accomplish this task. All the methods are given below in details one by one:

Method 1: Print Outlook Email to PDF

Go to the Outlook account.
Select the email that you want to convert.
Choose the Print option from the File tab.
Choose Microsoft Print to PDF.
Lastly, hit the Print Icon.
Then choose a path to convert Outlook email to PDF.

2 Method: Save Outlook Email as PDF

Open your Outlook account
Navigate to the required email message.
Go to File >> Save As option.
Choose a path and select HTML in Save as Type.
Now open the HTML file with MS Word and save as a PDF.

Method 3: Convert Outlook Email to PDF via Gmail

If you have exported your data in PST format, and you don’t have an Outlook email client installed, then you can use this method. here we will take the help of a Gmail account as a third-party tool. All the methods are given below in details one by one:

Step 1: Import PST to Gmail via GWMMO

Install the GWMMO tool.
Login details of Gmail i.e., email address and app password.
Grant all the needed permissions.
Upload your PST file from the machine.
Check the needed data box and hit the Migrate icon.
The live process to convert Outlook email to PDF will start.
After the process, a confirmation will appear and hit the OK icon.

Step 2: Export Outlook Emails to PDF

Open your Gmail account.
Now go to the needed email from the uploaded folder.
Click on the More >> Print icon.
A window will appear, choose the Save as PDF option and other settings.
Hit the Print icon to convert Outlook email to PDF.
Browse the location to save your resultant data.
Lastly, click on the Save icon.

After seeing all the manual methods, now you can read the complete manual limitations, which are described below in detail:

Why Manual Methods is Not Good?

Users can’t save multiple Outlook emails to PDF in bulk at once with any manual methods.
In Method 1, Outlook must be installed and connected with a subscribed account to convert Outlook email to PDF.
Also, the GWMMO tool and Gmail installation are required in method 3.
High risk of data loss, while moving your data.

Frequently Asked Questions

How do I export emails from Outlook?
Outlook allows users to save their emails only in PST format, and those steps are given below:

Open your Outlook.

Select File >> Open & Export >> Import/Export.

Choose the Export to a File option.

After that, select Outlook Data File (.pst).

Select the needed folders to export.

Browse the location and hit the Finish icon.

I have around 355 Outlook data files, which contain my important data and I want to read the complete data without Outlook. Please suggest any free tool to open these files.
Ans: Yes, you can install the free PST Viewer by RecoveryTools, which opens all types of PST files without losing any information.

Can I save Outlook email as PDF with attachments?
Ans: This tool is capable of convert Outlook email to PDF along with all data simultaneously such as attachments, contacts, calendars, etc thus enhancing your efficiency.

Is this tool maintaining email components while converting data?
Ans: Yes, our software maintains the original folder hierarchy and email components including the email header, body, formatting, etc.

Can I install this tool on my MacBook?
Ans: Yes, our software is available for both Windows & Mac machines to save Outlook email as PDF with attachments.

Time to Say Goodbye

Here we have explained the best methods to convert Outlook email to PDF with attachments in bulk with complete information and a step-by-step guide. We have described both manual methods and expert solutions. Manual methods are good but have some limitations and drawbacks. So, it is good to use a professional solution to save Outlook email as PDF with attachments in bulk. This tool comes with a free demo version, which enables users to analyze the features and performance. I hope you like the article.