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Convert Outlook Emails to PDF with Attachments Quickly

Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On June 18th, 2024
Reading Time 6 Minutes Reading
Category Outlook Tips

Summary: PDF— a universal yet widely compatible file format for archiving emails, files, attachments, images, and more. Another reason for using PDF documentation is the need to access the data offline instantly. Often users search to convert Outlook emails to PDF file format. In this article, we unfold the best ways to save Outlook emails with attachments as PDF documents.

In the era of the virtual sphere, the PDF file format is immensely gaining popularity among diverse groups. Here, we will explain the advantages of archiving Outlook email data in PDF or portable format. Now, delve in to first understand the reason for exporting all Outlook emails to PDF.

Why do Users Search to Export Outlook Emails as PDF Files?

Often users convert Outlook emails to PDF to attain the unparalleled benefits of PDF files. Before uncovering the solution, let’s first list the advantages of downloading MS Outlook emails as PDF files.

  • Wide Portability Factor:- PDFs are widely acceptable and are compatible with multiple devices and platforms. Moreover, users can easily access email information even in the absence of network connectivity. Hence, save Outlook email as PDF file to reduce dependency on any email client for accessing information.
  • Password-Protection:- Another reason to export Outlook emails to PDF includes the factor of putting encryption or password protection on the PDF document. It significantly adds a robust layer of security for preserving crucial data away from any tampering.
  • Quick Sharing:- Archiving the emails with attachments enables users to quickly insert/ attach the data for prompt sharing of the information. To acquire these advantages, users search for methods to export Outlook emails as PDF format.

Convert Outlook Emails to PDF Files – Manual Guidance

As we have already mentioned the benefit of saving the MS Outlook email data to PDFs leverages users to quickly get information in offline mode. In the following section, we will head to unfold the manual ways to save Outlook email as PDF:-

Outlook Print Option for Archiving Outlook Emails to PDF

Outlook offers built-in options for saving emails into PDF file format while using the print option. For the same, users need to install the Microsoft Outlook on their machine. Now, let’s move down to learn the quick steps:-

  1. Launch MS Outlook on your system and then open email.
  2. After this, move to “File” > “Print”.
  3. Click on Print and in the pop-up window, choose the saving path.
  4. Press the Save button.

Note:- These aforementioned options are available on the version of Outlook before 2010. Users can download these editions only on Windows 10 & 11 machines.

Convert Outlook Emails to PDF – Using “SaveAs” Feature

For the below editions of Outlook, users need to archive the email into HTML format and then convert them to PDF file format. Here’s the step-by-step guidance:-

  1. Open the Outlook application and move to the email.
  2. Now, select the “File” from the top tab and move to Save As.
  3. From the Save As pop-up dialog box, go to the path for saving the data.
  4. To complete the process, choose HTML from the drop-down options of Save as Type.
  5. Now, open Microsoft Word on your system and then, again go to File.
  6. Click on Open and add the resultant HTML file.
  7. Now, select File and then, move the cursor to Save As.
  8. Here, browse the location of the file and choose PDF from the Save as Type options.
  9. Lastly, hit Save.

How to Export outlook emails as PDF – Using Word and Save as PDF

  1. Launch Microsoft Outlook on your computer.
  2. Open your email which you want to convert.
  3. Highlight the email content and press Ctrl + C to copy.
  4. Launch MS Word.
  5. Create a new document and press Ctrl + V to paste the email content.
  6. Go to File > Save As.
  7. In the Save As dialog box, choose the location where you want to save the file.
  8. Select PDF from the Save as type dropdown menu.
  9. Click on Save.

Overall, these are the prominent manual ways to export Outlook emails as PDF. However, there are a few limitations that users might face while saving the Outlook email data to PDF file format.

Top 3 Challenges Occur in Manual Solution

  • To convert Outlook emails to PDF, users must be aware of the technicalities of different versions of Outlook. Moreover, implementing the steps for both unskilled and tech-savvy individuals is quite complicated.
  • Using the manual guide, users can’t batch export Outlook emails with attachments into PDF file format. Moreover, users need to exercise the same steps till the complete export of the email data.
  • Lastly, the reason behind not recommending the manual solution due to its time-consuming factor. Moreover, it doesn’t allow users to preserve the formatting of the text.

Way Beyond Step

Previously discussed the reasons and the manual methods to convert outlook emails to PDF files. As it comes with the limitations which can cause problems while exporting. So, you can use the error-free utility name EmailDoctor PST to PDF Converter; one of the robust solutions to batch export MS Outlook emails to PDF. Moreover, it is a standalone yet secure solution to convert the data of Outlook emails to different file extensions.

Besides this, it enables users to quickly archive Outlook emails and attachments to PDF file format. Most importantly, users can use the advanced scanning mode to access the damaged PST file data in PDF format..

FAQ (Frequently Asked Questions) 

Q) Can I save my Outlook emails as PDFs?

Ans. Yes, users can export Outlook emails into PDF file format, using the Print options available in Microsoft Outlook.

Q) How to batch convert Outlook emails to PDF files?

Ans. Follow the steps to export Outlook emails as PDF in bulk:-

  1. Download the above tool on your machine.
  2. Choose Add File and then, head to three-dots to insert the PST file.
  3. In the same window, use the advanced scan options and hit Add.
  4. Now, choose the emails > press Export from the top bar.
  5. From Export Options, select PDF > Browse to choose the saving path.
  6. Lastly, move to Export.

Q) Why is the Save as PDF option not available in Outlook?

Ans. The Save as PDF option is available in the latest version of Outlook. Therefore, check out the version of your MS Outlook before opting for the manual solution.

Also, find out the methods to recover deleted contacts from PST.


By Nilesh Kumar

As a Chief Technical Writer, I know the technical issues faced by home and professional users. So, I decided to share all my knowledge via this blog. I love to help you with challenges while dealing with technical jargon.