How To Save Outlook Email As A Pdf – PDF Conversion For Emails

by

Converting an Outlook email to PDF creates a universally readable document with preserved formatting. If you’re wondering how to save outlook email as a pdf, you have several reliable methods available right inside the application.

PDF files keep your email layout, fonts, and images intact. They work on any device without requiring special software. This guide covers every approach, from built-in options to add-ins and shortcuts.

Why Save Outlook Emails As PDFs

PDFs solve common problems. They lock the content so nothing shifts when opened on another computer. They also reduce file size compared to original email formats.

You might need to archive important messages, share receipts, or submit documentation. PDFs are the standard for professional and legal contexts.

Here are the main reasons people convert emails to PDF:

  • Preserve formatting exactly as sent
  • Remove editable text risks
  • Create searchable archives
  • Share with non-Outlook users
  • Attach to online forms or portals

How To Save Outlook Email As A Pdf

This section walks through the most direct method. It works in Outlook 2010, 2013, 2016, 2019, and Microsoft 365. The steps are nearly identical across versions.

Step-By-Step Using Print To PDF

Open the email you want to convert. Double-click it so it opens in its own window, not just the reading pane.

  1. Click File in the top-left corner
  2. Select Print from the menu
  3. In the Printer dropdown, choose Microsoft Print to PDF
  4. Adjust settings like page range if needed
  5. Click the Print button
  6. Name your file and choose a save location
  7. Click Save

Thats it. The PDF will open automatically after saving. You can also uncheck the “Open file after publishing” option if you prefer.

One small tip: If you don’t see “Microsoft Print to PDF,” it might be disabled. Go to Windows Settings > Apps > Optional Features and add it. Or use the alternative methods below.

Using The Save As Option

Some Outlook versions have a direct “Save as PDF” feature. This is faster than printing.

  1. Open the email in its own window
  2. Click File > Save As
  3. In the Save as type dropdown, select PDF (*.pdf)
  4. Choose a folder and filename
  5. Click Save

If PDF is not listed, your Outlook may need an update. Or use the print method described above. Both produce identical results.

Alternative Methods For Saving Emails As PDF

Not everyone uses the same Outlook setup. Here are additional ways to get the job done, including for web-based Outlook and mobile devices.

Outlook Web App (OWA)

If you use Outlook through a browser, the process is slightly different. You still have a print option, but it uses your browser’s print dialog.

  1. Open the email in OWA
  2. Click the three dots (…) in the top toolbar
  3. Select Print
  4. In the browser print window, choose Save as PDF as the destination
  5. Click Save

This works in Chrome, Edge, and Firefox. The resulting PDF looks clean, though some formatting may differ slightly from the desktop version.

Using The OneClick PDF Add-In

Microsoft offers an official add-in called “Save as PDF” for Outlook. It adds a button to the ribbon for one-click conversion.

  1. Open Outlook and click Get Add-ins on the Home tab
  2. Search for “Save as PDF”
  3. Click Add next to the Microsoft-published version
  4. Follow the installation prompts
  5. A new PDF button appears in the ribbon

After installation, just select an email and click the PDF icon. It saves directly without opening the print dialog. This is the fastest method for bulk conversions.

Drag And Drop To Desktop

You can also convert emails by dragging them out of Outlook. This creates an MSG file, which you then convert to PDF using a tool.

  1. Drag an email from Outlook to your desktop
  2. Right-click the MSG file and choose Open with > Word
  3. In Word, go to File > Save As
  4. Choose PDF as the file type
  5. Click Save

This method is slower but useful if you already have the email as an MSG file. Word preserves most formatting, though attachments are not included.

Saving Multiple Emails As PDF At Once

Need to convert a whole folder or selected messages? Batch processing saves time. Here are two approaches.

Using The Print Multiple Emails Feature

Outlook allows printing multiple emails at once. Each becomes a separate PDF page.

  1. Hold Ctrl and click each email you want
  2. Press Ctrl+P to open print
  3. Select Microsoft Print to PDF
  4. Under Settings, choose Print all linked items
  5. Click Print

The resulting PDF contains all selected emails in order. Each email starts on a new page. This is great for creating a single document for a project or case.

Third-Party Tools For Batch Conversion

Several free and paid tools handle bulk conversion. Popular options include:

  • Able2Extract – Converts entire folders
  • PDF Converter by Investintech – Batch processing with options
  • CoolUtils Outlook Converter – Handles attachments too

These tools often include features like preserving folder structure, converting attachments separately, and adding metadata. Most offer free trials so you can test before buying.

Preserving Attachments When Saving As PDF

One common question is whether attachments are included in the PDF. The short answer is no—the standard print method only captures the email body.

To include attachments, you have a few options:

  • Open each attachment and save it separately as PDF
  • Use a third-party tool that embeds attachments
  • Create a combined PDF by printing the email and then merging attachment PDFs

For most users, saving attachments separately is simplest. Just right-click each attachment and choose “Save As” before converting the email.

Setting Default PDF Options In Outlook

If you convert emails to PDF frequently, you can set defaults to speed up the process. This works for the print method.

  1. Go to File > Options > Mail
  2. Under Message format, click Editor options
  3. Select Advanced
  4. Scroll to Print section
  5. Check Set Microsoft Print to PDF as default printer for emails

Now when you press Ctrl+P, it automatically selects PDF as the output. You still need to click Print and save the file.

Another tip: Create a Quick Step in Outlook for one-click conversion. Go to Home > Quick Steps > Create New. Name it “Save as PDF” and choose the print action with PDF printer selected.

Troubleshooting Common Issues

Sometimes the process doesn’t work perfectly. Here are fixes for the most frequent problems.

PDF Printer Not Showing

If “Microsoft Print to PDF” is missing, it’s likely disabled. Enable it through Windows Settings:

  1. Open Settings > Apps > Optional features
  2. Click Add a feature
  3. Search for “Print to PDF”
  4. Select it and click Install

Restart Outlook after installation. The printer should appear.

Formatting Looks Wrong In PDF

If the PDF doesn’t match the original email, try these fixes:

  • Open the email in its own window before printing
  • Use the “Print as displayed” option in print settings
  • Switch to plain text format before converting
  • Update your printer driver

Most formatting issues come from the email being viewed in the reading pane. Always double-click to open it fully.

File Size Too Large

Emails with images or complex formatting can create large PDFs. Reduce size by:

  • Removing images before converting
  • Using the “Minimum size” option in PDF settings
  • Compressing the PDF after saving with a tool like Adobe Acrobat

Comparing PDF With Other Save Formats

Outlook offers several save formats. Here’s how PDF stacks up against the others.

Format Pros Cons
PDF Universal, locked formatting Attachments not included
MSG Opens in Outlook, includes attachments Requires Outlook to view
EML Opens in most email clients Formatting may shift
HTML Easy to view in browser Images may not embed
TXT Smallest file size Loses all formatting

For most professional needs, PDF is the best choice. It balances readability, portability, and formatting preservation.

Saving Emails From Outlook Mobile App

If you use Outlook on your phone, you can still create PDFs. The process varies by device.

On IPhone Or IPad

  1. Open the email in Outlook app
  2. Tap the three dots in the top right
  3. Select Print
  4. Use the pinch-out gesture on the print preview
  5. Tap the Share icon
  6. Choose Save to Files or share as PDF

This creates a PDF that you can save to iCloud Drive or other locations.

On Android

  1. Open the email
  2. Tap the three dots menu
  3. Select Print
  4. In the print dialog, choose Save as PDF
  5. Tap the download icon

Android’s built-in PDF printer works well. The file saves to your Downloads folder by default.

Automating The Process With Rules

You can set up Outlook rules to automatically save certain emails as PDFs. This requires a third-party tool or a macro.

For example, using the “Save as PDF” add-in combined with a rule:

  1. Create a rule that triggers on specific conditions
  2. Set the action to run a script
  3. Use a VBA macro that calls the PDF conversion

This is advanced but powerful for recurring tasks like invoice archiving. Many IT professionals set this up for their teams.

Security Considerations For PDF Emails

PDFs can contain sensitive information. Take these precautions:

  • Password-protect the PDF if sharing via email
  • Remove metadata like sender details if needed
  • Use PDF redaction tools to hide confidential parts
  • Store PDFs in encrypted folders

Outlook itself doesn’t add security to the PDF. You need separate software for password protection or redaction.

Frequently Asked Questions

Can I save an Outlook email as PDF without printing?

Yes, use the Save As option if available, or the OneClick PDF add-in. Both bypass the print dialog.

Does saving as PDF include the email attachments?

No, the standard method only saves the email body. Attachments must be saved separately or using third-party tools.

Why is my PDF blank after saving?

This usually happens when the email contains dynamic content or scripts. Try converting to plain text first, then to PDF.

Can I save multiple emails as one PDF?

Yes, select multiple emails, then use the print method with “Print all linked items” selected. They combine into one PDF.

Is there a keyboard shortcut for saving as PDF?

No built-in shortcut, but you can create a Quick Step or use the add-in for one-click conversion.

Final Thoughts On Saving Outlook Emails As PDF

Now you know multiple ways to handle this task. The print method works every time. The add-in is fastest for frequent use. Batch tools save hours when dealing with many emails.

Pick the method that fits your workflow. Test it with a sample email first. Once you get comfortable, you’ll be converting emails in seconds.

Remember to check your PDF after saving. Verify formatting, attachments, and file size. A quick review prevents issues later.

With these steps, you can confidently save any Outlook email as a PDF, whether for archiving, sharing, or documentation purposes.