How to Save Outlook Email as PDF

How to Save Outlook Email as PDF

Are you looking for a way to save your Outlook emails as PDF files? In this article, we will guide you through the process of saving Outlook emails as PDFs, allowing you to conveniently store and share important email communications in a universal format. Whether you’re using Outlook for personal or professional purposes, this step-by-step guide will help you convert your emails into PDF documents easily.

1. Introduction

Outlook is a popular email client used by millions of individuals and businesses worldwide. While Outlook provides various options to organize and manage your emails, there may be instances where you need to save specific emails as PDF files. Saving emails as PDFs allows for easy archiving, sharing, and printing while preserving the original formatting and attachments.

2. Why Save Outlook Emails as PDF?

There are several benefits to saving Outlook emails as PDF files:

  • Universal Compatibility: PDF is a widely accepted file format that can be opened on any device or operating system without the need for specialized software.
  • Preserve Formatting: PDFs maintain the original formatting, including fonts, images, and layout, ensuring that the email appears as intended.
  • Email Archiving: By saving emails as PDFs, you can create an organized archive of important communications for future reference.
  • Legal and Compliance Requirements: PDF is often used for legal and compliance purposes, ensuring the authenticity and integrity of email communications.

3. Method 1: Saving Outlook Email as PDF Using the Print Option

One of the easiest ways to save Outlook emails as PDF files is by using the print option. Follow these steps:

  1. Open the Outlook application and navigate to the email you want to save as a PDF.
  2. Click on the “File” tab at the top-left corner of screen.
  3. From the dropdown menu, select the “Print” option.
  4. In the Print dialog box, choose the desired printer as “Microsoft Print to PDF” or any other PDF printer installed on your system.
  5. Customize the print settings if required, such as selecting specific pages or adjusting the page layout.
  6. Click on the “Print” button to initiate the conversion process.
  7. Choose a location on your computer to save the PDF file, provide a suitable filename, and click “Save.”

4. Method 2: Saving Outlook Email as PDF Using Microsoft Word

If you prefer using Microsoft Word, you can save Outlook emails as PDFs using the following steps:

  1. Open Outlook and select the email you want to save.
  2. Click on the “File” tab and choose the “Save As” option there.
  3. In the “Save As” dialog box, select a location on your computer to save the file.
  4. Choose “PDF (*.pdf)” from the “Save as type” dropdown menu.
  5. Enter a suitable filename and click the “Save” button.

5. Method 3: Saving Outlook Email as PDF Using Third-Party Tools

In addition to the built-in options in Outlook, there are various third-party tools available that can simplify the

process of saving Outlook emails as PDFs. These tools often provide additional features such as batch conversion, advanced settings, and integration with cloud storage platforms. Some popular third-party tools for saving Outlook emails as PDFs include Adobe Acrobat, PDFelement, and MailConverterPro.

6. Tips for Saving Outlook Emails as PDF

Here are a few tips to enhance your experience when saving Outlook emails as PDF files:

  • Organize Emails Before Conversion: Create specific folders within Outlook to organize and categorize emails before saving them as PDFs.
  • Consider Email Attachments: Ensure that any attachments in the email are also saved along with the PDF file, as they are an integral part of the communication.
  • Check Hyperlinks: After saving the email as a PDF, verify that any hyperlinks within the email remain clickable and functional.
  • Protect Sensitive Information: If the email contains confidential or sensitive information, consider password-protecting the PDF file to restrict unauthorized access.

7. Conclusion

Saving Outlook emails as PDF files provides a convenient and versatile way to store, share, and archive important communications. Whether you choose to use the built-in options within Outlook or opt for third-party tools, the process is straightforward and offers various customization options to suit your preferences. By following the steps outlined in this guide, you can easily convert your Outlook emails into PDF documents while preserving their original formatting and attachments.


1. Can I save multiple Outlook emails as PDFs at once?

Yes, some third-party tools allow you to save multiple Outlook emails as PDFs in a batch conversion process, streamlining the workflow.

2. Will the saved PDFs include email attachments?

Yes, when using the appropriate methods or tools, the saved PDFs will include any attachments present in the original email.

3. Can I convert Outlook emails to PDF on a mobile device?

While it may be possible to save Outlook emails as PDFs on some mobile devices using third-party apps or web apps such as FacePDf, the process is generally more convenient on a computer.

4. Can I search for text within a saved Outlook email PDF?

Yes, PDF files retain text information, allowing you to search for specific keywords or phrases within the document.

5. Is it possible to convert Outlook calendar events or contacts into PDF format?

The methods discussed in this article primarily focus on converting Outlook emails to PDFs. Converting calendar events or contacts may require alternative approaches or tools specifically designed for those purposes.

In this article, we explored various methods to save Outlook emails as PDF files, ranging from the built-in options within Outlook itself to third-party tools. By following the step-by-step instructions provided, you can easily convert your Outlook emails into PDF documents, ensuring easy access, sharing, and archiving of important communications. Start saving your Outlook emails as PDFs today and enjoy the convenience and versatility that this file format offers.For more Pdf related content do visit our other blogs on FacePdf.

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