How to Convert OST to PDF? Quick & Reliable Methods

Summary: Compatibility becomes a concern when Outlook data needs to be shared with external partners. To ensure better cross-platform compatibility, the data needs to be converted to a widely supported platform, PDF. PDFs are perfect for archiving, sharing, and printing. These benefits compel users to convert OST to PDF. Here we will explain different methods, along with the automated OST Converter. This blog will show you how to convert OST file to PDF file format, making your data more versatile and user-friendly.

Why is There a Need to Convert OST Files to PDF Format?

There are several reasons why users prefer the PDF file format over the Outlook OST files:

• With PDF, you don’t have to worry about software compatibility — your emails open seamlessly on any device, you need to simply convert OST to PDF to open OST file without Outlook application.
• Instead of forwarding individual emails, you can package them as PDFs for a cleaner, more professional sharing experience.
• PDFs are stable and reliable for archiving, making them perfect for long-term storage of important communication.
• Businesses often need a court-admissible format for emails — converting them to PDF preserves metadata and integrity.
• Teams can organize emails by topic, convert them to PDFs, and create centralized reference files for better collaboration.

How to Convert OST to PDF File Format?

Manual Method 01: Save OST Files to PDF Using Outlook

This approach helps users keep the original look and formatting of their emails intact. It involves saving the email in a format that preserves its structure, and then converting it into a PDF.

These are the following steps to begin the process:

1. In Outlook, double-click the email to open it.
2. After that, head to File > Save As.
3. Now, in the Save as type, choose HTML. Then, pick a folder and click on Save.
4. Next, open the saved HTML file in your default web browser.
5. In the browser, press Ctrl + P to print and select the Print to PDF option.
6. Then, click on Print, choose the destination file location, and then hit Save.
7. At last, open the PDF to check and verify the formatting and images.

Limitations: The user needs to repeat the process for each email they want to convert. Also, in HTML format, attachments won’t be converted. Users have to save them separately. 

Manual Method 02: Change OST File into PDF 

This method is ideal when users need to combine multiple emails into one single file. It gives them full control over the final document’s layout, formatting, and additional content. 

Use the following instructions to initiate the process:

1. First, launch Microsoft Outlook and open the email you want to include in the PDF.
2. Then, press Ctrl+A to select and highlight the whole message, and then press Ctrl+C to copy it.
3. Now, open MS Word, and press Ctrl+P to paste the selected content.
4. After that, navigate to File > Save As and choose the desired location to save the file.
5. Choose the format as PDF and click on the Save button.

Limitations: The manual process is time-consuming if users have a large number of emails. Moreover, there is a risk of formatting changes during copy-paste cleanup. Also, the attachments are not automatically included. It must be added manually.

Automated Method: Reliable Tool to Convert OST to PDF

Manual conversion gets the job done, but is usually lengthy and prone to errors. To save time and effort, use a dedicated OST Converter tool, which ensures a smooth and secure process. This tool simply convert OST to PDF format and other files format such as convert OST file to PST, EML, DOC, etc., along with making email transfers to Thunderbird, Apple Mail, etc, effortless. The software exports emails, attachments, and folders, preserving the metadata. It also supports batch processing, data preview before conversion, and advanced filtering options. 

The following are the quick steps to perform OST to PDF conversion: 

1. Download and install the software.
2. To add the PST File, click on the Select File button.
3. Browse the mailbox folders that you would like to preview, then click Next.
4. Choose PDF as the saving format from the drop-down list.
5. Select any optional features if needed.
6. Choose the destination path where the resultant file will be saved.
7. Click on the Convert button to start the process.

Conclusion

Switching Outlook data files to a supported PDF format is simpler than you think, particularly when converting OST to PDF. The OST Converter makes the process quick and securely convert OST to PDF, making it ideal for businesses. It allows users to access their emails across multiple email clients, making email management simple, error-free, and hassle-free.

Frequently Asked Questions