How to Save an Email as a PDF in Outlook - DIY Guide

Summary: Nowadays, email communication is the lifeblood of business organizations. Whether big or small, almost every business uses Outlook email as a common platform for communication. That is why it is important to save our Outlook emails as PDFs for accessing them in the long run. In this blog, we will discuss reliable methods and a PST to PDF Converter Tool to save an email as a PDF in Outlook.?

Why Export Outlook Mail to PDF?

The reasons for migrating emails from Outlook to PDF format are as follows:

• It allows you to access Outlook emails through multiple devices and platforms.
• If you convert Outlook email to PDF, they get independent of the email client. Furthermore, they can be used in reports and presentations.
• Also, PDFs can be easily shared and viewed without any specific application or internet connection.
• In addition, the actual format and layout of Outlook email data are preserved for future reference.
• Outlook emails get portable after conversion, that can be used as a hard copy for compliance or legal documentation.
• Moreover, it reduces the risk of data loss or file corruption associated with system updates or application changes.

Methods to Convert Microsoft Outlook Email to PDF

The following section describes two different ways to convert Outlook emails into PDFs. The first one is the manual method and another is a professional tool. We will discuss both methods in detail below. You can choose one that suits your preference to save an email as a pdf in Outlook. But before getting deep into it, note the basic way you can save emails as PDFs:

• It is using the Save As > PDF option from the File tab in Outlook.

Now let’s get started with the step-by-step procedure of methods.

Convert Email to PDF in Outlook Manually

This manual method involves the Outlook Print option to save emails as PDFs. Follow the steps mentioned below:

1. Open Outlook, go to the email you want to save as a PDF, and open it.
2. Next, navigate to the File tab and select Print from the dropdown menu.?
3. The Print dialog box opens. Further, select the Print to PDF option under the list of Printers.?
4. Subsequently, specify the destination where you want to save your file and hit the Print button.
5. Afterward, move to the location where you saved the PDF file.?
6. Open it using any PDF viewer application. Check if the email’s content, formatting, and attachments are intact.?

Limitations of the Manual Method

Though this manual method is cost-free, it has some shortcomings, such as:

• It takes time to save emails as PDFs, especially if you want to save emails in bulk. Additionally, you cannot save attachments with it.
• The task is cumbersome, tiring, and requires repetition for multiple emails.
• Also, there is a risk of formatting, layout, and content to be altered. You too cannot set them yourself.
• Moreover, mistakes such as skipped emails, selecting the wrong settings, or misnamed files can happen during the process.
• It is also possible that duplicate PDFs of email are created after the saving process.

Therefore, to overcome these cons, we have provided an automated tool below.

Save an Email as a PDF in Outlook with Expert Tool

PST Converter Tool is a comprehensive solution for seamlessly converting your Outlook emails. It allows to migrate emails keeping them secure and intact without modification or alteration. Additionally, it has some features, that make it a better option than the manual method. These are:

• It allows users to convert mailbox items into different formats and import them to email clients.
• This tool supports multiple versions of Outlook and the operating system.
• It removes duplicates and has other advanced filtering options for your PST files.

Steps to Export PST to PDF Using the Tool

1. Download and finish installing the software on your system. Run it as an administrator.
2. Choose either of the two options: Single File/Multiple Files or Select Folder and click Next.
3. Further, click Select Files and locate the PST file to add. Select them and click Open. Click Next.
4. After that, expand the tree hierarchy to show all files and folders of added PST files.
5. Preview the PST files/folders. In addition, select the files that you want to convert and click Next.
6. Furthermore, select PDF as a file-saving format. Select additional filters for the PST to PDF file and click Next.
7. Subsequently, specify the path to save the resultant file, and finally hit the Convert button.

Conclusion

Portable Document Format is the standard millions of users use to save data for its accessibility and portability features. We have seen that it is important to preserve our Outlook emails. Therefore, users want to save an email as a PDF in Outlook. The manual method can be used, but it is difficult and poses threats, resulting in data loss. Thus, an expert-recommended professional tool is the best and most reliable choice. It is flexible, secure, and user-friendly for hassle-free conversion.

Frequently Asked Questions (FAQs)

Q. Can I save an Outlook email as a PDF with attachments?

Ans- The professional tool automatically saves emails with attachments in the desired format. Follow the steps below to save Outlook email as a PDF with attachments:

1. Launch and run the PST to PDF converter on your system.
2. Select the file or folder to add and click Next. Browse and select PST files and click Open to import them into the tool. Click Next
3. Further, preview the added PST files and attachments. Select files to convert and click Next.
4. Afterward, select PDF as the format to save and choose additional filters for the resultant file.
5. Do not select the ‘Migrate or Backup Emails Without Attachments’ option.
6. Subsequently, specify the destination to save the converted PST file and hit the Convert button.

Q. How do I save multiple Outlook emails as PDFs at once?

Ans- For bulk conversion of Outlook emails as PDFs, use the PST to PDF Converter. This tool empowers users to migrate multiple Outlook emails. It provides the option to select Multiple Files or choose a folder containing multiple emails. Also, it allows to save them in different formats and supports all system versions. Thus, ensuring a smooth and user-centric approach to saving Outlook emails as PDFs.