How to Save Outlook Emails to PDF Format
Posted inComputers and Technology

How to Save Outlook Emails to PDF Format

Posted inComputers and Technology

Introduction

Saving important email correspondence is crucial for businesses and individuals alike. One of the best ways to archive, share or print emails is by saving them in PDF format. In this guide we will walk you through multiple ways to Save Outlook Emails to PDF Format so you can maintain data integrity, formatting and attachments efficiently.

Why Save Outlook Emails as PDF Files

Saving emails in PDF format has many advantages. PDFs are universal, shareable and secure. Unlike .MSG or .EML files which require email clients to open, a PDF can be opened on any device or operating system. Plus, PDF files preserve original email formatting including headers, hyperlinks and embedded images.

Key benefits:

  1. Universal Compatibility: Openable on any device with a PDF reader.
  2. Security Options: Password protection and encryption for sensitive data.
  3. Professional presentation: Maintains layout and visual elements for official records.
  4. Ease of storage: Compact and easily organized across drives or cloud storage.

Method 1: Save Outlook Emails as PDF Using the Print Option

The easiest way to convert an email from Microsoft Outlook to PDF is through the Print command. This works in Outlook 2016, 2019, 2021 and Microsoft 365.

Steps to Save Outlook Email as PDF via Print Option:

  1. Open Microsoft Outlook and select the email you want to save.
  2. Click on File > Print from the top menu.
  3. Under Printer, select Microsoft Print to PDF.
  4. Click Print.
  5. Select the folder, enter the file name and click Save.

This will create a PDF version of your selected email with subject line, sender details and full message body.

Pros: Quick and easy for individual emails.

Cons: Not suitable for batch conversion or emails with large attachments.

Method 2: Use the “Save As” Feature in Outlook

Outlook has a built-in Save As feature that allows you to save emails in different formats like TXT, HTML or MHT. You can then convert these saved files into PDF format.

Steps:

  1. Select the email you want to save.
  2. Click File > Save As.
  3. Choose the location and select HTML or MHT as the file type.
  4. Open the saved file in a web browser (e.g. Chrome or Edge).
  5. Press Ctrl + P and select Save as PDF.
  6. Click Save to export the email as a PDF file.

Note: This method retains formatting better when you choose MHT format before conversion.

Method 3: Export Multiple Outlook Emails to PDF Using Adobe Acrobat

For professional use or bulk email archiving, Adobe Acrobat Pro is the way to go. It integrates directly with Outlook and supports batch PDF conversion.

Steps:

  1. Install Adobe Acrobat Pro and open Microsoft Outlook.
  2. In the Outlook toolbar, click Adobe PDF > Create PDF.
  3. Select one or more emails you want to convert.
  4. Choose the location and name your PDF file.
  5. Click Save.

With Adobe Acrobat you can even create a single PDF file with multiple emails, each as a separate page.

Benefits:

  1. For archiving and compliance purposes.
  2. Supports attachments.
  3. Enables password protection and digital signatures.

Method 4: Save Outlook Emails as PDF with Attachments

Sometimes, saving just the email text isn’t enough — attachments also need to be preserved. Outlook does not include attachments automatically in the PDF output, so here’s how to handle it effectively.

Option 1: Manually Include Attachments

  1. Save attachments locally using File > Save Attachments.
  2. Convert attachments to PDF individually using a PDF printer.
  3. Merge the main email PDF and attachments using tools like Adobe Acrobat or PDF same

Option 2: Use an Automated Converter Tool

Third-party utilities like ZOOK PST to PDF Converter. It easily extracts Outlook PST emails and saves PST to PDF format along with their entire data items such as Outlook emails, contacts, calendar entries, notes, tasks, and much more. the tool can easily support all the versions of Outlook i.e. Outlook 2016, 2013, 2010, 2007, and all below versions to provide the unbeaten conversion of Outlook PST to PDF.

Method 5: Save Outlook Emails to PDF in Microsoft 365 (Web Version)

If you use Outlook on the Web (Outlook.com or Microsoft 365), saving emails as PDF is slightly different.

Steps:

  1. Log into your Outlook Web App.
  2. Open the email you wish to save.
  3. Click the three-dot menu (More Actions) and select Print.
  4. In the new window, choose Save as PDF as your printer option.
  5. Click Save and select the destination folder.

This method ensures you can export emails from any browser, without needing desktop Outlook.

Best Practices for Save Outlook Emails as PDF

To ensure high-quality and reliable email archiving, consider these best practices:

  1. Use a consistent naming Convention: Include sender name, subject, and date for easy retrieval.
  2. Preserve email headers: Maintain sender, recipient, and timestamp information for authenticity.
  3. Secure your PDF: Apply password protection for confidential correspondence.
  4. Regularly back up PDF: Store copies on cloud or external drives for redundancy.
  5. Convert attachments along with emails: This ensures context and completeness.

Conclusion

Convert Outlook emails to PDF is a secure, organized, and professional way to preserve communications for future use. Whether you’re storing legal correspondence, client communication, or project records, saving emails as PDFs ensures readability, shareability, and long-term accessibility. Depending on your needs, you can use manual methods for a few messages or automated tools for large-scale exports.