How to Save Email as PDF: A Step-by-Step Guide

How to Save Email as PDF: A Step-by-Step Guide

Emails have become an essential element of our personal and professional interactions in the modern digital age. Sometimes, you may come across important emails that you want to save and refer to later. One convenient way to store and share emails is by saving them as PDF files. In this article, we will guide you through the process of saving an email as a PDF, ensuring that your valuable messages are easily accessible whenever you need them. You can check for online platforms such as Facepdf for all the PDF-related tasks.

Table of Contents

  • Introduction
  • Why Save Email as PDF?
  • Step 1: Open the Email
  • Step 2: Choose the Print Option
  • Step 3: Select the PDF Printer
  • Step 4: Adjust Print Settings
  • Step 5: Save the Email as a PDF
  • Step 6: Pick a File Name and a Location
  • Step 7: Verify the Saved PDF
  • Tips for Saving Emails as PDFs
  • Benefits of Saving Emails as PDFs
  • FAQs


In this digital era, where emails play a crucial role in our day-to-day lives, knowing how to save an email as a PDF can be incredibly useful. By converting your emails into PDF format, you can ensure their compatibility, portability, and ease of sharing across different platforms and devices. Let’s dive into the step-by-step process of saving an email as a PDF.

Why Save Email as PDF?

Saving an email as a PDF offers numerous advantages. Firstly, PDF files are universally accessible and can be viewed on any device with PDF reading capabilities. Secondly, PDFs preserve the original formatting of the email, including images, fonts, and colors, ensuring that the content remains intact. Additionally, saving emails as PDFs allows you to create an offline backup of important messages, reducing the risk of data loss.

Step 1: Open the Email

To save an email as a PDF, begin by opening the email you wish to convert. You can access your emails through various platforms such as Gmail, Outlook, or any other email client.

Step 2: Choose the Print Option

Once you have the email open, locate the “Print” option. This option is usually found in the email client’s menu bar or under the ellipsis (…) menu. To move to the next stage, simply click on it.

Step 3: Select the PDF Printer

After selecting the “Print” option, a print dialog box will appear. In this dialog box, you need to choose a PDF printer. If you have PDF printer software installed on your computer, select it from the list of available printers. If you don’t have one, you can easily download and install a PDF printer application like Adobe Acrobat or CutePDF.

Step 4: Adjust Print Settings

Once you have selected the PDF printer, you may need to adjust the print settings according to your preferences. These settings include paper size, orientation, margins, and page numbering. Make sure to review and modify these settings if necessary to optimize the PDF output.

Step 5: Save the Email as a PDF

After adjusting the print settings, click on the “Print” or “Save” button to initiate the conversion process. The PDF printer will convert your email into a PDF file. Also, there are various trustworthy platforms online that will help convert to PDF.

Step 6: Pick a File Name and a Location

Once the conversion is complete, a file-saving dialog box will appear. Here, you can specify the file name for the PDF and choose the desired storage location on your computer or cloud storage service. Select an appropriate name that reflects the content of the email and choose a location that is easy to remember and access.

Step 7: Verify the Saved PDF

After saving the email as a PDF, navigate to the chosen storage location and open the file to verify its accuracy. Check if the content, formatting, and attachments have been correctly preserved. If everything looks good, congratulations! You have successfully saved your email as a PDF.

Tips for Saving Emails as PDFs

Use descriptive file names: When saving emails as PDFs, use meaningful and descriptive file names that will make it easier to search and locate specific emails in the future.

Include relevant information: If the email contains important details like sender, date, or subject, consider including them in the PDF file name or as part of the document itself for quick reference.

Organize emails into folders: Create folders or categories to organize your saved emails. This will help you stay organized and find specific emails more efficiently.

Benefits of Saving Emails as PDFs

Easy sharing: PDF files can be easily shared with others via email, cloud storage, or file-sharing platforms.

Platform independence: PDFs can be opened and viewed on various operating systems and devices without any compatibility issues.

Offline accessibility: Saved emails can be accessed offline, making them available even without an internet connection.

Enhanced privacy and security: PDFs can be password-protected or encrypted, ensuring that sensitive information remains secure.


Q1: Can I save multiple emails as a single PDF file?

Yes, some PDF printer applications allow you to merge multiple emails into a single PDF document. Check the features of your chosen PDF printer to see if this option is available.

Q2: Is it possible to convert attachments into PDF format as well?

Yes, most PDF printer applications can convert email attachments into PDF format along with the email content. However, large or complex attachments may require additional configuration or may not be supported by some printers.

Q3: Are there any alternatives to PDF printers for saving emails as PDFs?

Yes, some email clients offer built-in options to save emails as PDFs without the need for third-party software. Explore the settings and options in your email client to see if this feature is available.

Q4: Can I edit the saved email PDF after conversion?

Yes, if you have PDF editor software, you can make edits to the saved email PDF, such as adding annotations, highlighting text, or inserting additional content. However, keep in mind that editing the PDF may alter its original format and layout.

Q5: Are there any size limitations when saving emails as PDFs?

The size limitations for saving emails as PDFs may vary depending on the PDF printer software or email client you are using. If you encounter any limitations, consider breaking down large emails into smaller sections or compressing attachments before saving.


Saving emails as PDFs is a practical and efficient way to store and manage important email communications. By following the step-by-step guide outlined in this article, you can easily convert your emails into PDF format, ensuring their long-term accessibility, compatibility, and security. Start organizing your emails today and experience the benefits of having your valuable information readily available whenever you need it.

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