How To Save Outlook Email As Pdf : Email To PDF Export Tips

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Saving Outlook emails as PDFs ensures your messages remain viewable on any device. If you’ve ever wondered how to save outlook email as pdf, you’re in the right place. This guide walks you through every method, from built-in tools to third-party add-ins, so you never lose a critical email again.

PDFs keep your formatting, attachments, and links intact. Whether you need to archive a contract, share a receipt, or backup a conversation, converting emails to PDF is a lifesaver. Let’s jump right in.

Why Convert Outlook Emails To PDF

PDFs are universal. They look the same on Windows, Mac, or mobile. Unlike the original email, a PDF won’t change when opened in a different client. This makes them perfect for legal records, client communication, or personal archives.

You also avoid the risk of accidental deletion or server crashes. A saved PDF sits safely on your hard drive or cloud storage. Plus, PDFs are searchable, so you can find specific words later.

How To Save Outlook Email As Pdf (Desktop Version)

This is the most common method. It works for Outlook 2016, 2019, 2021, and Microsoft 365. Follow these steps:

  1. Open Outlook on your desktop.
  2. Double-click the email you want to save. This opens it in a separate window.
  3. Go to the File tab in the top-left corner.
  4. Click Print from the left-hand menu.
  5. In the Printer dropdown, select Microsoft Print to PDF (or any PDF printer you have installed).
  6. Click the Print button. A save dialog will appear.
  7. Choose a folder, name your file, and click Save.

That’s it. Your email is now a PDF. This method preserves the email header (To, From, Subject, Date) and the body text. Attachments are not included automatically, but we’ll cover that later.

Using The Save As Option In Outlook

Some Outlook versions have a direct “Save as PDF” option. Here’s how to check:

  1. Open the email in its own window.
  2. Click File > Save As.
  3. In the “Save as type” dropdown, look for PDF (*.pdf). If you see it, select it and save.
  4. If not, use the Print method above.

This method is faster but not available in all Outlook versions. It also doesn’t include attachments.

How To Save Outlook Email As Pdf With Attachments

When you save an email as PDF using the default method, attachments are left out. To include them, you have two options:

Option 1: Manually Add Attachments To The PDF

  1. Save the email as PDF using the Print method.
  2. Open the PDF in Adobe Acrobat or a similar editor.
  3. Use the “Insert” or “Attach File” tool to add the original attachments.
  4. Save the updated PDF.

This works but is time-consuming for multiple emails.

Option 2: Use A Third-Party Tool

Tools like Able2Extract or PDF Converter can convert entire email threads with attachments in one click. They install as add-ins in Outlook. After installation, you’ll see a “Save as PDF” button in the ribbon. Click it, and all attachments are embedded.

These tools cost money but save hours if you do this often.

How To Save Outlook Email As Pdf On Mac

Outlook for Mac works a bit differently. Here’s the step-by-step:

  1. Open the email in Outlook for Mac.
  2. Go to File > Print (or press Command + P).
  3. In the print dialog, click the PDF button in the bottom-left corner.
  4. Select Save as PDF from the dropdown.
  5. Name your file and choose a location. Click Save.

This method works for all versions of Outlook on macOS. Attachments are not included by default. You’ll need to save them separately and combine them using Preview or a PDF editor.

How To Save Outlook Email As Pdf In Outlook Web (OWA)

If you use Outlook on the web (like Outlook.com or Office 365 web), the process is slightly different:

  1. Open the email in your browser.
  2. Click the three dots (…) in the top toolbar.
  3. Select Print from the menu.
  4. In the print preview, choose Save as PDF from the destination dropdown.
  5. Click Save and choose a folder.

This works in Chrome, Edge, and Firefox. The PDF will include the email header and body, but not attachments. For attachments, download them separately.

How To Save Multiple Emails As PDF At Once

Need to save a whole folder or conversation? Doing it one by one is tedious. Here are three ways to batch convert:

Method 1: Use Outlook’s Built-In Export

  1. Go to File > Open & Export > Import/Export.
  2. Choose Export to a file and click Next.
  3. Select Comma Separated Values (CSV) or Outlook Data File (.pst).
  4. Select the folder you want to export.
  5. Save the file. Then use a converter tool to turn the CSV or PST into PDFs.

This method is not direct. It’s better for archiving than creating individual PDFs.

Method 2: Use A Third-Party Add-In

Add-ins like PDF Converter for Outlook or Kutools for Outlook let you select multiple emails and convert them all at once. You can choose to save each email as a separate PDF or combine them into one file.

These tools usually have a free trial. They are worth it if you handle many emails daily.

Method 3: Drag And Drop To A PDF Printer

Some PDF printers (like Adobe PDF) allow drag-and-drop. Select multiple emails in Outlook, drag them onto the PDF printer icon on your desktop, and they will be converted. This works sporadically and depends on your printer settings.

How To Save Outlook Email As Pdf On IPhone Or Android

The Outlook mobile app doesn’t have a direct “Save as PDF” option. But you can still do it:

On IPhone (IOS)

  1. Open the email in the Outlook app.
  2. Tap the three dots (…) in the top-right corner.
  3. Select Print.
  4. In the print preview, use two fingers to pinch outward on the preview. This opens the PDF view.
  5. Tap the Share button and choose Save to Files or Save to Books.

This trick works on any iOS app with a print function. The saved file is a PDF.

On Android

  1. Open the email in the Outlook app.
  2. Tap the three dots (…) and select Print.
  3. Choose Save as PDF from the printer list.
  4. Tap the download icon or Save.

Android has a built-in PDF printer, so it’s even easier than iOS.

Common Problems And Fixes

Sometimes the process doesn’t go smoothly. Here are the most common issues:

PDF Is Blank Or Missing Content

This usually happens when the email contains images or complex formatting. Try these fixes:

  • Open the email in a separate window before printing.
  • Change the print settings to “Print all linked documents” (if available).
  • Copy the email content into Word, then save as PDF from there.

Microsoft Print To PDF Is Missing

If you don’t see “Microsoft Print to PDF” in the printer list, you need to enable it:

  1. Go to Settings > Bluetooth & devices > Printers & scanners.
  2. Click Add a printer or scanner.
  3. Wait for the list to populate. If it doesn’t appear, click Add manually.
  4. Select Microsoft Print to PDF from the list and install it.

PDF File Is Too Large

Emails with many images or attachments can create huge PDFs. To reduce size:

  • Use a PDF compressor tool (like Smallpdf or ILovePDF).
  • Remove attachments before converting, then add them separately.
  • Change the print quality to “Draft” or lower resolution.

Best Practices For Saving Outlook Emails As PDF

Follow these tips to keep your PDFs organized and useful:

  • Name files consistently: Use a format like “YYYY-MM-DD_Subject.pdf” for easy searching.
  • Create a folder structure: Sort by client, project, or date.
  • Include headers: Always save the email header so you know who sent it and when.
  • Backup regularly: Store PDFs in cloud storage (OneDrive, Google Drive) as well as locally.
  • Test a sample: Before converting hundreds of emails, test one to ensure the format looks right.

Frequently Asked Questions

Can I Save An Outlook Email As PDF Without Opening It?

Yes. In the desktop version, you can right-click an email in the list, select Print, and then choose Microsoft Print to PDF. This saves you a step.

Does Saving As PDF Keep The Email’s Attachments?

No, not by default. The standard Print to PDF method only captures the email body and header. You need third-party tools to embed attachments.

How Do I Save A Whole Conversation As One PDF?

Open the conversation in Outlook (View > Show as Conversations). Then select all messages in the thread, right-click, and choose Print. In the print dialog, select Print all linked items if available. Otherwise, use a third-party add-in.

Is There A Way To Automate Saving Outlook Emails As PDF?

Yes. You can use Power Automate (Microsoft Flow) to create a workflow that saves emails to a folder and converts them to PDF automatically. This requires a Microsoft 365 subscription.

Can I Save An Outlook Email As PDF On A Chromebook?

Yes, if you use Outlook on the web. Open the email, click the three dots, select Print, and choose Save as PDF from the print dialog. Chromebooks have a built-in PDF printer.

Final Thoughts

Knowing how to save outlook email as pdf is a simple skill that saves you from data loss and formatting headaches. Whether you’re on desktop, Mac, web, or mobile, the steps are straightforward. For occasional use, the built-in Print to PDF method works perfectly. For heavy users, invest in a third-party tool to batch convert and include attachments.

Start with one email today. Once you see how clean and portable the PDF is, you’ll never go back to plain text or screenshots. Keep your important messages safe, shareable, and professional.