How to Save Outlook Email as PDF? Step-by-Step Guide

  

Rollins Duke   
Published: October 3rd, 2024 • 10 Min Read

Learn how to save Outlook email as PDF easily. In this detailed guide, we have explained multiple methods and step-by-step instructions to convert Outlook email to PDF with attachments and all important information easily for all users. Let’s begin!

Before we delve into the article to save Outlook email as PDF, let’s discuss a brief Outlook and PST file first. Outlook is a popular email client, trusted by millions of professionals and businesses worldwide. Every Microsoft Outlook user knows the importance of Outlook emails. But the problem is, that it’s a desktop email client and can not be accessed through multiple devices. To make our Outlook emails universally accessible and compatible to all platforms, it is best to convert Outlook email to PDF with attachments.

PDF or Portable Document Format is one of the most famous and highly compatible file formats developed to ensure that documents can be easily viewed and shared across different devices and platforms without losing the original formatting.

This article is crafted for both beginner and professional users to help them save Outlook email as PDF along with the attachments and all other important data for documentation and legal purposes, and easily share critical information in a universally accessible format across all devices. Read the article below and follow the simple steps to export Outlook email to PDF easily.

Why Convert Outlook Email to PDF?

Before diving into the process, let’s first understand why saving Outlook email as a PDF can be beneficial. here are the key reasons:

• PDF is a universally accepted file format that can be easily opened on any device without facing compatibility issues.
• PDF files can be easily protected by creating passwords and safeguarding important Outlook emails.
• PDF is a widely used file format suitable for everyone including lawyers, investigators, students, business professionals, etc.
• If you save Outlook email as PDF, you can access your Outlook emails at any time and anywhere even on your smartphone without having an internet connection.
• PDF files are important for legal or regulatory purposes. It lets you get a hard copy of the required Outlook email data.

How to Save Outlook Email as PDF with Attachments?

Here we have described the top 3 methods to convert Outlook email to PDF with attachments step-by-step effortlessly:

1. Save an Outlook Email as PDFs Using Outlook’s Save As Option

1. Open the email in Outlook that you want to change to a PDF.
2. Click on “File” then choose “Save As”.
3. Pick “PDF” from the options in the drop-down list.
4. Select where you want to save the PDF and give it a name.
5. Click “Save” to save Outlook emails as PDF.

In MS Outlook, all emails are saved in .pst (Personal Storage Table) format on your desktop. It does not have any PDF as the default file-saving type option. However, the Microsoft Print feature of Outlook has been integrated with the Windows 10 platform. Due to this, one can save Outlook email as PDF with attachments on Windows 10 directly.

2. Convert Outlook Emails to PDF Using Print Option

1. Open MS Outlook and select the emails that you want to save in PDF format.
2. Go to File on the Menu bar and scroll down to the Print option.
3. From this option, click on Microsoft Print to PDF option.
4. Choose the Print option and from the Save print Output box, pick the destination folder.
5. Give a name to the file and click on the Save option.
   

These steps are valuable if you have Windows 10. But, if you have any Windows version before Windows 10, then you can’t access this feature.

In such cases, an alternative solution is required to save Outlook email as PDF with attachments. The automated solution discussed below is suitable for converting Outlook as PDF for any Outlook version.

3. Use HTML Format to Save Outlook Email as PDF

Outlook supports various formats to save Outlook emails. Hence you can use these formats open them in a different application and then save them as PDFs. Look at the following steps:

Step 1: Convert Outlook Email to HTML

1. Open Outlook and navigate the Outlook email you want to save as PDF.
2. Click on File >> Save As >> and Select HTML in Save as Type.

Step 2: Convert HTML to PDF Format

1. Use any HTML converter or open the HTML file in Word.
2. Go to File >> Save As >> Select PDF.

Note: This method does not allow to save Outlook email as PDF along with the attachments.

4. Save an Outlook Email to PDF Using Word

If you just require the content of your email, then you can simply select and copy the email content and paste it on a Word document. Afterward, you can easily save your Outlook email content in PDF format. However, this is not a suggested method as copying and pasting can change the formatting of the email. Moreover, you can not convert metadata, headers, attachments, and other information in the email.

This software will convert multiple Outlook emails as PDF with attachments irrespective of any Windows OS or Mac OS you are working on. Also, you don’t need to have MS Outlook on your computer.

How to Save Outlook Email as PDF? Step-by-Step

1. Firstly, download the setup file of the Outlook emails to PDF converter and install it on your computer system.
2. Now, the software will provide dual options to load Outlook emails into the GUI. You can choose either Select File or Select Folder option for picking multiple Outlook emails at once.
   

   Note:- Use the “Recovery Mode” option if you have corrupted *.pst files

   

3. Then, the tool will automatically load all selected Outlook files. You can specify the folders that you want to save in PDF format.
4. Thereafter, enable the “Convert attachments as PDF” option if you are willing to save Outlook email as PDF with attachments in bulk too. (Please note that this feature is only available in Pro Edition). Also, click on “Black & White Mode” to create a non-searchable PDF file in black & white mode.
5. Now, browse the desired location where you want to save the final converted data. By default, all the output data is saved at the desktop location. However, you can change the target path by clicking on the Browse icon.
6. The utility provides several file naming options for arranging the output. Choose the desired file name accordingly to save Outlook email as PDF.
   

   Note: Enable the checkbox Ignore System Folders Hierarchy if required.

   

7. Lastly, press on the Convert button to start the process of converting Outlook an email to PDF.
8. Once you have converted files, the tool will automatically open the default location where the PDF files are saved.

Watch a Video Tutorial on Saving Outlook Messages as PDF Documents

Conclusion

The process for how to save Outlook email as PDF with attachments seems difficult. However, the described solution in this write-up will help you to do conversion with ease. One can also try the software with the demo version which allows saving the first 25 Outlook emails to PDF. To convert Outlook email to PDF without any limitations, you can activate the licensed key of the application. If you still have any queries regarding this, our technical support team is available for you to 24*7.

Client Reviews

A few days back, I left my job and shifted to another organization. I wanted to create a personal copy of all Outlook emails to refer to the projects I worked on. Now, the most desirable way out was to save Outlook emails into a portable format like PDF. Since there were a lot of Outlook emails with various attachments, it was a rigid task for me. Using BitRecover Outlook PST Conversion utility, I was able to save Outlook email as PDF with attachments. The entire processing was so easy that it took hardly a few seconds to save the bulk of Outlook emails in PDF format. Thanks a ton!

-Ethan, USA