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Methods to Convert Outlook Emails to PDF with Attachments

outlook-emails-to-pdf

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Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On January 17th, 2024
Reading Time 8 Minutes Reading
Category Outlook Tips

It is quite easy to manage files in document format either for security concern or sharing with others. This post will help Outlook users to convert Outlook emails to PDF with attachments, HTML formatting, and other attributes. 

How to convert Outlook email to PDF file?, is a common query among MS Outlook users. MS Outlook users often need to save their email messages in PDF format. But, they are not aware of the methods through which they can convert emails from Outlook to PDF file. 

Hi! I need to convert a large number of email messages in PDF for some legal purposes. The manual method I have tried seemed lengthy for bulk Outlook emails. Therefore, I am looking for a quick solution to convert Outlook email to PDF. If anyone knows any reliable technique for bulk Outlook email conversion, please let me know. I can open for both manual and automated methods.

Top 3 Methods to Convert Outlook Email to PDF

Here are the best ways to save your emails in Portable Document Format on any Windows OS run system:

Let us discuss all the listed methods in detail with steps. It is advised to perform the steps carefully as guided. Because a single mistake can lead to data loss. 

Guide for Windows Outlook Users

If you are a Mac Outlook user then scroll down and get step by step guide.

Method-1: Convert Outlook Email to PDF With Attachments

The most trusted approach to convert email messages from Outlook to PDF format is to use the PST to PDF Converter. This application has been developed with advanced technology that can quickly convert a bulk Outlook email to PDF file format, and that too with their attachments. Download the software and perform Outlook to PDF conversion following these steps:

a. Open the software after downloading. You can choose the tool according to your Operating system. Both Mac and Windows OS tool will support the Outlook Data File (.pst) only. If you have Mac Outlook data file then skip this step and move down.

b. Click on Add File button to add PST files (no Outlook installation needed to perform conversion of Outlook Emails to PDF format).add outlook pst file

c. After the Outlook data file is included, check the preview of all the emails saved in it. After that hit Export button and follow UI instructions.

preview all outlook emails

d. Select PDF radio button from the next screen as shown below.

select pdf format

e. Click on Advanced Settings to apply additional PDF settings. Do all customizations from software UI and it will easily export Outlook emails in PDF format.

apply additional pdf settings

f. After applying advanced options, browse the path to save PDF file completing the conversion process.

browse location

g. Click on Export button to start the process of exporting Outlook email to PDF with attachments.

export multiple outlook emails to pdf

Method-2: Convert Outlook Emails to PDF Using Print Option

If you are not interested to use the paid tool and have a few emails to convert, then you can also choose this manual conversion option. Here is how you can apply this method:

a. Start MS Outlook on your computer (any version that you use)

start ms outlook

b. Double click on any Outlook email to open it.

open an email

c. Click on File from the Menu and select Print option.

choose the print option

d. Open the Printer drop-down list and choose Microsoft Print to PDF option.

microsoft print to pdf

e. Click on Print Option and name the file.

name the file

f. Click on Save button to save Outlook emails as PDF file.

convert outlook email to pdf with attachments

Method-3: Convert Email to PDF with Outlook Options

If you want to use the manual technique in any Windows system lower that Windows 10, you need follow a separate guide to convert Outlook emails to PDF. Here is the one for Windows 8.1 and other version users:

a. Open MS Outlook and open the email message you want to export.

start ms outlook

b. Click on File tab and choose Save As option.

go to file menu

c. The Save As dialog box will appear. Choose the folder where you want to save the exported file.

d. Add a name for the file and choose HTML as the file type.

choose html

e. Click on Save button to save the emails in HTML format.

f. Now, right-click on the HTML file and open it with MS Word.

open in word

g. Click on File > Save As, and select PDF for exporting multiple Outlook emails to PDF.

export to pdf

Guide for Mac Outlook Users

All the listed methods are verified and tested by experts.

Ways to Save Mac Outlook Email to PDF Mac Outlook

users can choose the manual method or any automated tool to save Mac Outlook emails in PDF file format. This blog will describe both methods in detail. We can assure users that by the end of this article, users can easily make a wise decision to save their emails in the desired file format without facing any difficulties. Moreover, users can become technically wise after reading this article for their future projects.

Method-1: Convert Mac Outlook to PDF Manually

If you want to save the emails for free in Mac, the manual technique will be helpful for you. To perform this free method, you do not need any extra software. With the help of integrated Mac Outlook features, any Mac user can save Mac Outlook emails as PDF file.

Step-1: Open Mac Outlook and select the email you want to save as PDF file format.

Outlook to PDF image

Step-2. Double-click on the email to open it in a separate reading window.

select options

Step-3. Click on File and then choose Print option.

mac outlook emails as pdf

Step-4. When Print window appears, select Save as PDF from the drop-down menu of the bottom left.

all emails

Step-5. In Save As window, enter a name and click on Save button.

Mac Outlook users

6. Thus you can seamlessly save emails from Mac Outlook to PDF format.

Method-2: Export Mac Outlook Emails in PDF Using Software

If users think that the manual method is lengthy, then they can choose applications like OLM to PDF Converter. This Mac-based software can convert email messages into PDF without any data loss.

Step-1. Download Software for Mac Outlook Email to PDF Conversion and install.

Download Now Purchase Now

Step-2. Select an Add File button to add you Mac Outlook OLM file.

Add Mac Outlook email file

Step-3. Choose the Mac Outlook data file by navigation and hit Open.

add file

Step-4. Select PDF format from the list to your OLM file.

Mac Outlook email to PDF

Step-5. Browse your folder and select Export option to save email as PDF Outlook Mac operation.

best option

After completing the process a confirmation window will appear. Save the export report by providing the desired name for that file and hit the Save button. The given address will be displayed in the window. Navigate the path where you save the PDF file.

Why Export Outlook Email to PDF Format?

There are several benefits to turning emails into PDF format, including:

  1. Easy to Read: PDFs are easy to read and navigate, making them a popular choice for many. They retain the email’s original formatting and layout, so you can view the message exactly as the sender intended.
  2. Universal accessibility: PDFs can be opened and read on virtually any device, including smartphones, tablets and computers. This makes them a convenient format for sharing emails with others.
  3. Security: PDFs are a secure way to share emails as they can be password protected or encrypted ensuring that only intended recipients can access the emails.
  4. Archive: PDFs are a great way to archive important emails. By converting your Outlook emails to PDF, you can archive them on your computer or in the cloud and easily retrieve them when needed.
  5. No email client required: PDFs can be opened with any PDF reader, which means you don’t need a specific email client to read them. This is especially useful if you no longer have access to the email client you used to send or receive emails.

Overall, converting emails to PDF format can make them easier to read, share, and archive, while also providing added security.

Conclusion

No matter what is the reason behind your need to convert Outlook email to PDF, the blog will surely be proven beneficial. Here, we have elaborated on the best methods to export emails from Outlook to PDF.

Q. Which is the recommended solution among the three mentioned here?

We recommend using the software to preserve attachments along with emails.

Steps to Convert Outlook Email to PDF are:

  • Step 1: Install Outlook Email to PDF Converter Tool.
  • Step 2: Run and Add Outlook files and folders.
  • Step 3: Select Export type as “PDF
  • Step 4: Apply Advanced settings for PDF file.
  • Step 5: Click on the Export button to start the process.