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Convert Outlook Emails to PDF with Attachments Quickly

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Published By Nilesh Kumar
Debasish Pramanik
Approved By Debasish Pramanik
Published On March 22nd, 2024
Reading Time 6 Minutes Reading
Category Outlook Tips

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.

Table of Content Hide
    1. Reasons to Convert Outlook Emails to PDF
    2. Manual Way for Exporting Outlook Emails into PDF
    3. Expert Way to Export Outlook Emails as PDF
    4. Common Questions
    5. Conclusion

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 all 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.

Manual Step Guidance to Convert Outlook Emails to PDF Files

As we have already mentioned the benefit of saving the MS Outlook email data to PDFs leverages users to quickly 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. And, users can download these editions only on Windows 10 & 11 machines.

  • Convert Outlook Emails to PDF [Below Version of Outlook]

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.

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.

Expert Solution to Bulk Convert Outlook Emails to PDF with Attachments

Previously, we have unfolded the reason behind not considering the manual solution to export Outlook emails as PDF. Now, count on the expert-suggested 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. Another key feature of this tool includes exporting the Outlook email data into PDF without installing MS Outlook.

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Discover Steps to Save Outlook Email as PDF

  1. Install the aforementioned tool on your operating system.
  2. To insert the PST file, click on Add File.
    navigate to Add File
  3. From the dialog box of Add File, move to three dots to browse the PST file.
    click on three dots to add .pst file
  4. In the same interface, use the scanning features and then, select Add.
    use scanning options and press Add
  5. From the Folder List, choose the necessary emails.
    select necessary data for export
  6. Navigate to Export Option > choose PDF.
    click on PDF
  7. Move to Browse to check the destination path.
    now, click on Browse
  8. To finish the process, press Export.
    click on Export

Put Questions, Know Solutions!

Q. Can I save my Outlook emails as PDFs?
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?
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?
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.

Concluding Words

In this write-up, we have addressed two approaches to convert Outlook emails to PDF. Since the manual guide offers major limitations, therefore, it is recommended to choose the expert solution. Moreover, the aforementioned utility is considered a robust solution for users to quickly save Outlook emails in PDF file format. With this, users can batch archive the emails with embedded attachments.

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