How to Convert Outlook Email to PDF File with Attachments?

Published By Jamie Kaler

Approved By Rollins Duke

Published On July 24th, 2026

Reading Time 7 Min Read

Convert Outlook email to PDF with attachments using manual or automated methods based on your requirements. For few emails, Outlook’s built-in print to PDF option works well. However, if you need to batch convert multiple Outlook emails while preserving attachments & formatting, an automated solution is best option to select. These methods work with Windows Outlook, Mac Outlook & Outlook.com.

Users can save Outlook emails as PDF for email archiving, legal records, offline access, sharing crucial conversations & long-term storage. In this blog, you’ll learn about different manual methods like their limitations & automated solution to batch convert Outlook emails to PDF with attachments while preserving crucial email data.

Can Outlook Convert Multiple Emails to PDF?

No, Outlook does not provide built-in option to convert multiple emails to PDF in single process. You can only save one email as PDF at a time using available manual methods.

Reasons to Convert Outlook Emails to PDF

Most users convert Outlook emails to PDF when they need secure, easy-to-access & portable copy of their essential email message. PDF files can be opened on almost any device without need of Microsoft Outlook & help preserve email content for future use.

Here are some common reasons to convert Outlook emails to PDF:

Legal Documentation: Users can keep emails as evidence for legal or contractual matters.
Compliance: Store emails to meet company & industry record-keeping requirements.
Email Archiving: You can create long-term backups of important email conversations.
Offline Access of Emails: You can read emails anytime without an internet connection or Outlook.
Sharing Emails: If you convert Outlook emails to PDF you can send email conversations in PDF format without changing original content.
HR Documentation: Users can keep employee-related emails for recruitment, onboarding or policy records.
Accounting: Converting Outlook emails to PDF file is convenient to store invoices, payment confirmations & financial emails in PDF format.

How to Convert Outlook Email to PDF Manually?

You easily can export Outlook emails to PDF with attachments using printing, Save As, and GWMMO tool methods. Printing and Save As methods are in-built options and the GWMMO tool is another option, that allows users to import PST files in Gmail accounts. All the details are given below in detail, one by one:

#1: Save Outlook Email as PDF

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

#2: Save Outlook E-mail to PDF without Printing

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 it as a PDF.

#3: Save Outlook E-mails to PDF by Printing

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.

#4: How to Save Outlook.com Mail to PDF on Mac & Windows?

Open web Outlook app.
Search and select the needed email to save as PDF.
Open that email, and click on the Dots (More actions).
Choose Print from the appearing drop-down. (Pro Tip: Also, you can use Control + P or Command + P on Mac as a shortcut)
Click on the Print, and adjust the settings as needed.
Browse the path and hit the Save button.

#5: How to Save an Email as a PDF on Mac Outlook?

Open the Outlook email client on your Mac PC.
Choose the email and double-click on it.
Select the File tab and Print option.
After that, select the “Save as PDF” option.
Put the desired name and browse the path.
Lastly, click on the Save button.

Why Manual Methods Are Not the First Choice of Experts?

Users can’t convert multiple Outlook emails to PDF with attachments 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 account are required in method 3.
High risk of data loss, while moving your data.
No provision or facility to convert the file attachments.
In method 2, you have to repeat the similar procedure again and again for every email.

After reading all the limitations, most of the experts are thinking about what should they use now. Don’t worry, we have a perfect solution to batch-convert multiple emails and contacts from Outlook to PDF with preserved information. all the details about this solution are given below in details:

How to Batch Convert Outlook Email to PDF Automatically?

Here I will explain three automatic solutions to save Outlook email as PDF with attachments including Mac Outlook and Outlook.com.

RecoveryTools PST to PDF Converter helps in exporting emails from Outlook to PDF in bulk. It excels in batch conversion, effortlessly creating individual PDF files for each Outlook message. This tool handles Outlook data in three versatile ways: Directly from the configured accounts, Via PST and OST files.

So, regardless of your account type, as long as the email is in Outlook, you can convert emails to PDF from Outlook with attachments without fail.

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How to Convert Outlook Emails to PDF with Attachments?

Below are easy step-by-step guide to convert Outlook Emails to PDF:

Download and run tool.
Select file from select file or select folder option.
Select the needed folders/subfolders.
Choose PDF as a saving option.
Apply the filters and browse the path.
Hit the Convert icon to save Outlook email as PDF with attachments.

Important Features of Expert Solution

Here are some main important features of expert solution:

Support Batch Conversion: You can converts multiple PST files or large numbers of mailboxes in one process. It saves time & reducing manual work.
Preserve Email Formatting & Folder Structure: Maintains original email formatting, hyperlinks, page layout & Outlook folder hierarchy so exported PDFs remain organized & readable.
Selective Folder Conversion: software lets you choose required Outlook folders, helping avoid exporting unnecessary emails & reducing conversion time.
Choose Desired Location: It let you choose whether you want to store your converted PDF files.
Convert PST to PDF with Attachments: It can converts Outlook emails to PDF while keeping attachments with corresponding emails making it easier to store & access complete email records.

FAQ

Q1. How can I convert emails from Outlook to PDF format?

MS Outlook provides an easy ‘Print to PDF’ built-in function and you can also use a specialized software solution like RecoveryTools for this.

Q2. Are there ways to convert multiple emails from Outlook at a time?

Yes. But the native Outlook program only allows single email conversions. RecoveryTools utility can be used to convert multiple emails at once.

Q3. Are there any free ways to convert messages from Outlook to a PDF?

Yes. One can open emails in Outlook, click on ‘File > Print’, select Microsoft Print to PDF, and ends up saving the message.

Concluding Words

If you convert Outlook emails to PDF, then it can be easy to share, print, store & access essential emails without Outlook. In this blog, we discussed about manual methods for Windows Outlook, Mac Outlook & Outlook.com along with their limitations.

If you only need to save several emails, built-in methods are suitable for this. However, for bulk email conversion while preserving crucial email information, dedicated Outlook to PDF converter can be more efficient option. Choose method which best fits your requirements.