How To Convert Outlook Email As A PDF Document

Saving important emails as PDF documents is a practical way to archive conversations and ensure they remain accessible in a standard format. Whether for business records, legal purposes, or personal reference, converting Outlook emails to PDFs allows you to preserve their content and formatting. In this guide, we’ll walk you through the straightforward steps to save your Outlook emails as PDF documents, enabling you to keep your important communications organized and easily shareable. Without further ado, let’s get started!

Benefits Of Saving Outlook Email As A PDF

1. Archiving: PDF files are a reliable way to archive important emails for future reference, ensuring you have a permanent record of essential communications.
2. Formatting Preservation: PDFs maintain the original formatting, including fonts, images, and layout, ensuring the email looks exactly as it did in Outlook.
3. Accessibility: PDF files can be easily opened on various devices and operating systems, making it convenient to share information without compatibility issues.
4. Security: PDFs can be password-protected or encrypted, adding an extra layer of security for sensitive information.
5. Professionalism: Sending or sharing information in PDF format often appears more polished and professional, which can be important in business communications.
6. Legal Compliance: In some industries, keeping a formal record of communications is necessary for compliance with regulations. PDFs serve as an official record.
7. Easy Sharing: PDFs are easy to share via email or cloud storage, allowing recipients to access the information without needing Outlook. 

By saving Outlook emails as PDFs, you can enhance document management and ensure that important information is preserved and easily accessible.

Direct Method To Convert Outlook Email To PDF

1. Open your Outlook inbox and find the email you want to save.
2. Click on “More actions,” represented by the three horizontal dots on the right.
3. Select “Print,” and in the dialog box that appears, click “Print” once more.
4. In the pop-up window, under “Destination,” select “Save as PDF.”
5. Finally, click “Save” to download your device’s email as a PDF.
6. Select a folder and enter a title for your new email PDF. If it isn’t already selected, choose “Adobe Acrobat Document” from the “Save as type” drop-down menu.
7. Finally, click on the Save button to store it on your PC.

How To Save Many Outlook Emails To PDF Format

You likely receive numerous business-related emails daily and may want to save important conversations. Here’s how to save multiple Outlook emails as PDFs in just a few simple steps:

1. Hold down the Shift key and click to select a range of messages, or hold down the Control key and click to select specific emails you want to save.
2. Once you’ve selected your emails, go to File > Print.
3. Choose the Microsoft Print To PDF, then click Print.
4. Select the location where you want to save the messages.
5. Name your new PDF file and click Save.

Use PDFen Online Converter For eml, msg, and outlook Files

You can save your Gmail by clicking the three dots and selecting Download Message to an EML file. If you have received a bunch of files in EML, MSG, or Outlook format, the following online converter can help you convert them to PDF format.

1. Navigate to the PDFen website.
2. Click on the Upload button.
3. After the file has been uploaded, click on the Convert button.
4. Wait for the process to complete.
5. Click on the Download button and your email file converted to PDF will be downloaded in your PC’s default Download folder.

Editor’s Bonus Tip: Use Systweak PDF Editor To Make Changes To Your PDF Emails

Emails may contain confidential information as well as unrequired data. There may be content that you do not want to share with others for any reason. To make these changes on your Email-Converted-PDF, you need a professional PDF Editor/Manager that does not burn a hole in your pocket. I recommend using Systweak PDF Editor, which costs $29.99 for a year’s subscription, compared to Adobe Software, which will extract $179.99 from your pocket every year. Here is a practical example of what I could do with my email PDF using Systweak PDF Editor.

I converted an email to PDF and made the following changes:

1. Redacted the receiver’s email.
2. Edited and removed the Time next to Date.
3. Page numbers were added to all the pages in the PDF.
4. Added a Verified image.
5. A watermark was added at the top of the page.

This is only the tip of the iceberg. Systweak PDF Editor contains many more modules that enable users to manage their PDFs. Users can edit, add, and delete content and pages from the PDF file and rotate, merge, split, and convert their files.

Save Outlook Email As A PDF Document

We hope you are now able to save Outlook emails as PDF documents using the above-listed methods. In the comments section, please tell us which method you found interesting and why.