How to Save Outlook Emails as PDF on PC?

In today’s world of digital communication, emails are the lifeblood of modern business interactions. Sometimes, you might want to download a critical email as a PDF for archival, sharing, or reference purposes. In this guide, we’ll walk you through a simple step-by-step process of how to save Outlook emails as PDF. Moreover, you can also use the verified Outlook Backup Tool for easy conversion.

Before moving further, you’ll learn the detailed and possible ways to convert Outlook email to PDF. You just need to stay focused. 

Why Convert Outlook Email to PDF?

All users know that emails are the backbone of business interactions. As a result, there is the need to preserve important correspondence in a universally accessible format is paramount.

• Emails often contain critical information, legal agreements, contracts, or vital discussions. Converting these emails to PDFs ensures they are securely archived for compliance, regulatory, or legal purposes. 
• PDFs transcend platforms and devices, ensuring the recipient can view the same content as intended, regardless of the software or operating system they use. 
• PDFs are great for professionals who want to include emails in reports, presentations, or documentation.
• Saving emails as PDFs allows you to store them independently of your email client. 
• Having emails as PDFs means you can access them without an internet connection. 
• Sharing PDFs is hassle-free and doesn’t require recipients to have specific email software. 
• PDFs serve as a backup of crucial communications, guarding against potential data loss due to accidental deletion, email server issues, or other technical glitches. 

Here are some common reasons to export Outlook emails to PDF document format. Now, we’ll learn the best ways for the same. 

How to Save Outlook Emails as PDFs?

The following section consists of two approaches. First, we’ll highlight the manual technique. After that, we will discuss the shortcut method. It will be beneficial to you further. As a result, in the future, you can opt accordingly.   

Method 1: How to Convert Outlook Email to PDF Manually?

• Launch your Outlook application and navigate to the email you want to save as a PDF.
• Make sure the email is open and displayed on your screen.
• Click on the “File” tab at the top left corner of the Outlook window. From the dropdown menu, select “Print.” 
• In the Print dialog box, under the “Printer” section, you’ll see a list of available printers. 
• From the list of printers, choose the “Print to PDF” option. 
• Now, you’ll be prompted to choose the destination where you want to save the PDF file. 
• Click the “Save” button to initiate the saving process of the Outlook emails as a PDF. 
• Navigate to the location where you saved the PDF file. 
• Open it using any PDF viewer to ensure the email’s content, formatting, and attachments are accurately preserved. 

Alright, we’ve just completed the manual approach to save Outlook emails as PDFs. But the above solution has some loopholes. 

Why Users Aren’t Opting Manual Method?

While manually saving Outlook emails as PDFs can be a convenient option for occasional use, it’s essential to know its limitations and drawbacks. Here are some demerits associated with performing this task manually: 

• The procedure of manually saving each email as a PDF can be time-consuming, especially when dealing with a bulky email. 
• During the process of saving emails as PDFs, mistakes can occur, such as accidentally skipping emails, choosing incorrect settings, or misnaming files. 
• When needing to save multiple emails as PDFs, performing this task manually for each email can become cumbersome and repetitive. 
• Copying and pasting email content to a PDF file can mess up the formatting, especially if images are involved.

Converting emails to PDFs manually can be a hassle without the assistance of dedicated software tools that offer automation. As mentioned above, you can use third-party utilities to overcome all these circumstances. 

Also Read: Export Gmail Emails to PDF

Method 2: Export Outlook Emails to PDF Instantly 

Outlook Backup Tool offers a comprehensive backup solution for your Outlook data, including emails, contacts, calendars, tasks, notes, and more. It empowers you to select specific items, folders, or categories for backup. Moreover, users can effortlessly save their Outlook emails in PDF format.  In fact, you can perform the bulk conversion without data loss. Now, it’s time to learn the workings of this software. 

Steps of Outlook to PDF Converter:

• Download and run the software on your screen.
• Then, mention the login credentials of Outlook to begin the process. 
• Mark the folders you want to convert.
• Now, choose the PDF format from the drop-down list. 
• You can also opt for the advanced features. 
• Moving ahead,  set the destination path to save the resultant file.
• Click the Convert button.

Final Words

The practice of how to save Outlook emails as PDFs is driven by a range of practical and strategic considerations. From compliance and professionalism to universal accessibility and data protection, PDFs offer a versatile solution for preserving the essence of emails.