How to Convert Outlook Emails to PDF Files – Top 4 Methods
Convert your Outlook emails to PDF even though there is no direct Save as PDF option in Outlook. Get the job done on all Outlook versions (2021, 2019, 2016, 2013, and so on). There are methods available to save Outlook email as PDF on Mac and Windows operating systems.
In today’s digital age, emails have become an integral part of our personal and professional lives. We receive and send hundreds of emails daily, containing important information, attachments, and messages that we may need to access later. However, as convenient as emails are, they can be vulnerable to technical glitches, hacking attempts, and accidental deletions.
That’s why it’s crucial to keep a backup of important emails, and one of the best ways to do so is by converting them to PDF files. PDFs are easy to store, share, and access, and they maintain the formatting and content of the original email. In this article, we’ll show you how to convert Outlook emails to PDF files using different methods and tools.
#1 Convert Outlook Email to PDF Format
Microsoft Outlook has a print option using which you can save your email in PDF format. Here are the steps to do so:
1 – Open Microsoft Outlook on your Windows system.
2 – Select the email that you want to save as a PDF document.
3 – Go to “File”, then click on the “Print” option. You can also directly press the “Ctrl+P” key to open the Print command.
4 – Select the “Microsoft Print to PDF” option in the Printer list.
5 – Choose “Memo style” in the Settings list.
6 – Now, click on the “Print” button.
7 – Type the name for the PDF file and choose the location where you want to save it. After that, click on the “Save” button.
8 – Finally, the PDF file containing the Outlook message is saved on your system.
#2 Export Multiple Outlook Emails to PDF
Since you are using an email client like Outlook, you probably have a lot of emails. If you want to save multiple emails as PDF in Outlook, you can do the following:
1 – Open Microsoft Outlook.
2 – Select multiple emails that you want to convert to PDF using Shift or Control button.
3 – Now, go to the “File” menu and click on the “Print” option.
4 – Select the “Microsoft Print to PDF” option along with “Memo Style” in Settings.
5 – Finally, click on the “Print” button.
6 – Give a name to your PDF file and click the “Save” button.
This method saves all Outlook emails in a single PDF file. So, use it only when you wish to convert all selected emails from Outlook to PDF (one file only).
#3 Convert Outlook to PDF with attachments
The best method to convert Outlook email to PDF with attachments is by using PST to PDF Converter. It excels in the arena of bulk conversion and creates separate PDF files for each Outlook message. This converter 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 convert it into PDF files without fail. Additionally, it keeps your attachments intact by embedding them in PDF documents.
Download the free demo version of the tool below to give it a try:
Here are the steps to convert Outlook email to PDF in bulk using the professional solution:
1 – Start the Outlook to PDF Converter.
2 – Click “Next”.
3 – Select the preferred option to fetch Outlook emails:
- Automatically fetch mailbox data from Outlook installed on the same system.
- Select Outlook PST file manually from the system.
- Select Outlook OST file manually from the system.
4 – After adding the file, go to the next window to view all the Outlook folders. Here, select all or the required folders you want to save as PDF files.
5 – Now, select “PDF” from the list of saving options.
6 – Select “Naming Convention” to be applied to the PDF files.
7 – Click “Next” to export Outlook email to PDF with attachments.
8 – Wait for the process to complete and check the PDF files after conversion.
The software has many saving options enabling it to perform different kinds of conversion:
a. Export Outlook to MBOX
c. Outlook to Windows Live Mail, and many more.
#4 Save Outlook Email as PDF on Mac
All the methods described above are performed on Windows operating system. If you want to save Outlook emails as PDF on Mac platform, then do the following:
1 – Open Outlook for Mac.
2 – Select the email you want to save as PDF.
3 – Click “File” and select “Print” from the drop-down list.
4 – Choose “Save as PDF”.
5 – Type a name for the PDF file and select the folder where you want to save this file.
6 – Finally click the “Save” button to convert Outlook emails to PDF on Mac.
Benefits to Save Outlook Email as PDF
Here are a few benefits of converting Outlook email to PDF format:
- Easy to Access and Share: PDF files can be easily shared via email, cloud storage, or USB drive, making them ideal for archiving and sharing important emails.
- Preserves Formatting and Layout: PDF files preserve the formatting and layout of the original email, ensuring that important information is not lost during the conversion process.
- Compatible with Multiple Devices: PDF files can be opened and viewed on multiple devices, including computers, smartphones, and tablets, without requiring any specific software or platform.
- Enhances Security: PDF files can be password-protected, preventing unauthorized access to confidential information contained in the email.
- Provides Legal Proof: PDF files are admissible as legal evidence, making them reliable for storing and sharing legal or financial documents sent via email.
Overall, exporting Outlook to PDF files offers numerous benefits, making it an ideal way to store and share important emails.
Frequently Asked Questions (FAQs):
Q. How do I convert an Outlook email to a PDF file?
There are several ways to convert an Outlook email to a PDF file, including using the built-in Outlook “Print” option or professional converter software.
Q. Can I convert multiple emails to PDF at once?
Yes, some third-party tools allow you to convert multiple Outlook emails to PDF files at once, saving you time and effort.
Q. Will the converted PDF file include attachments and images from the original email?
Only the suggested software preserves attachments and images from the original email, ensuring that the converted PDF file contains all the information from the email.
Q. Can I save Outlook emails as PDF on a Mac system?
Yes, Outlook for Mac also has the “Print” option, making it easy to turn an email into PDFs on Mac system. If you want to preserve attachments, you can make use of the software.
Q. Will the PDF file look exactly like the original email?
Yes, the PDF file will preserve the formatting, layout, and content of the original email, ensuring that it looks identical to the original email.
Converting Outlook emails to PDF files offers numerous benefits, including ease of sharing, preservation of formatting, compatibility with multiple devices, enhanced security, and legal admissibility. Whether you’re looking to archive important emails, share them with colleagues or clients, or simply store them for future reference, converting them to PDF files is a reliable and efficient way.
With the various methods and tools available, it’s easy to export Outlook to PDF with attachments, regardless of your level of technical expertise. So why not start saving your emails as PDFs in Outlook today and enjoy the peace of mind of having important information stored securely and accessible anytime, anywhere.