How to Save Office 365 Emails as PDF Format With Attachments

A Company employee wants to share emails with an external partner. But the external partner does not have access to the company’s Office 365 environment. Therefore, they need to save Office 365 emails as PDFs to allow emails to be shared through email, messaging apps, or cloud platforms. However, what method will he use to save the emails as a PDF? Multiple approaches exist to accomplish this task. In the following sections, we will guide you through the step-by-step manual process as well as a reliable professional Office 365 Migration Tool. Let’s go through the entire blog.

Why Convert Office 365 Email to PDF?

Converting Office 365 emails to PDF Format is a common practice for professionals and businesses who need a reliable, secure, and shareable format. Below are the primary reasons why users choose PDFs:

• A PDF file can be opened and viewed on any device, making it easy to share with external partners.
• Once it is saved locally, it becomes accessible without an internet connection. This is useful for travellers or users working remotely.
• With a PDF file, the user is ensured of maintaining formatting. Therefore, backing up data in a PDF file ensures long-term storage of important email communications. 
• The non-editable nature of PDFs makes them a reliable choice for presenting communication records.
• By putting a password in a PDF file, users can add an extra layer of security. This would ensure that only authorized users can view the information.

How to Save Office 365 Emails as PDF?

Users can save Office 365 emails as PDF using two techniques. First is a manual technique using MS Outlook and Outlook Desktop App. the second techniques is by using a professional tool for faster, precise, and hassle-free experience. Let us look at both techniques.

Manual Method 01: Save Office 365 Emails as PDF With Attachments Using MS Outlook

Sometimes users prefer the cost-effective manual method over any third-party tool for bulk conversions. This method comes in handy when saving individual or multiple emails as a PDF file.

Follow these steps to begin the process:

1. Start by opening the MS Outlook application on your desktop.
2. Now, select the email with attachments that you would like to save.
3. Open the email, right-click on each of the attachments, and choose Save As to save it on your computer.
4. After that, copy the entire email body and paste it into a blank Word document.
5. Now, navigate to Insert > Object > Create From File. 
6. Select the attachments, check Display as icon, and insert them into a Word file.
7. In the top-left corner, go to the File menu.
8. Choose PDF and click Save. 

Limitations: This method is not ideal for large volumes of emails with attachments. It will take a lot of time to manually insert attachments with each email. 

Manual Method 02: Save Microsoft 365 Emails as PDF Using Outlook Desktop App

Make sure to use this method on the Outlook Desktop App, which is configured with your Office 365 account. It is a simple, quick, and effective method to save emails as a PDF file. It preserves the original formatting and includes the metadata as well.

Follow these step-by-step instructions to begin the process:

1. First, open the Outlook application on your desktop.
2. Now, select the email that you would like to save.
3. In the top-left corner, click on the File menu.
4. Choose Print > Print to PDF > Print.
5. A Save As dialog box will appear. Choose the destination folder and click on Save.

Limitations: It does not provide an option to convert multiple emails at once. It does not save attachments. It needs to be saved separately. 

A Professional Approach to Save Office 365 Emails as PDF Format 

The Office 365 Mail to PDF Converter is a powerful and dependable solution that enables users to export emails from Office 365 to PDF format. Not only this format, but also to other file formats as well. It supports direct migration to email platforms like Gmail, Outlook, Yahoo Mail, etc., in addition to emails, it backs up the entire mailbox item, including the calendar, notes, tasks, jokes, etc. Moreover, Admin users can utilize the impersonation feature to manage backups of multiple user accounts at once. Features like smart filtering and duplicate email removal provide control and efficiency during the backup process.

Quick steps to convert Office 365 emails as PDF:

1. To start with, download and install the tool.
2. Then, hit Backup > Continue and click Sign in to sign in to your Office 365 account. 
3. After that, from the Mail list, select Mailbox for the migration and then click Next.
4. Now, select specific folders from the tree structure and click Next again.
5. Under Saves/Backup/Migrate As, select IMAP.
6. Apply any additional features if needed and set the destination path.
7. Conclude the process by clicking Convert. 

Conclusion

Saving Office 365 emails as PDF can help businesses with cross-platform accessibility and better security. While a manual approach is possible, it requires technical expertise. Also, the whole process takes time and is prone to mistakes. The professional Office 365 Mail to PDF Converter mitigates these challenges, offering a faster, secure, and hassle-free transition. The tool ensures a seamless migration with minimum effort and prevents data loss. Therefore, to save time and effort, choose the expert-recommended method to save Office 365 emails as PDF for error-free solutions.

You May Also Read: Export Office 365 Mailbox to PST

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