Jun 12, 2022 | Email Conversion

How to export emails from Outlook to PDF?

By Deepak Singh Bisht


MS Outlook is a personal information manager. Many individual and professional users use it to send and receive emails. Outlook is known for its advanced features, simple user interface, and high level of security. It uses OST and PST files to store user mailbox data on the local machine. However, sometimes users want to add some comments or notation before sending the message. For this, the user uses the PDF format to convert the message into an editable format.

In this post, we will discuss the benefits of converting Outlook emails to PDF format. We'll also learn simple ways to convert and export emails from Outlook to PDF format. If you are looking for a simple way to do this conversion, then this post will be helpful for you.

Benefits of converting Outlook emails to PDF format

  1. Sharing PDF files are easier
  2. You can open PDF files on Windows, Mac, Linux machines.
  3. PDF files preserve document formatting
  4. You can access PDF files offline
  5. You can password protect PDF files
  6. You can use PDF files to keep a backup

How to convert Outlook to PDF?

To convert and save Outlook email to PDF, you can use a manual solution or a third-party Outlook to PDF converter. In this post, we will look at how to convert Outlook to PDF manually.

Method 1: Convert Outlook to PDF using the Print option

  1. Start MS Outlook and open the email you want to convert
  2. Go to the File menu and choose the Print option
  3. From the Printer Status drop-down menu, select the Microsoft Print to PDF option.
  4. From the Settings window, select Memo Style and click on the Printer icon
  5. Enter a file name, provide a location to save the PDF file, and click the Save button.

Method 2: Convert and export emails from Outlook to PDF using Web Browser

If the above method doesn't work, you can use this method to perform Outlook to PDF conversion. To do this solution, follow the steps below.

  1. Start MS Outlook and open the email you want to convert to PDF format
  2. Go to the File menu and select the Save As option.
  3. From the Save as type drop-down, select HTML and click on the Save button.
  4. Open the converted HTML file in a web browser and press Ctrl+P
  5. From the Destination drop-down menu, select the Save as PDF option and click the Save button.
  6. Provide a location to save the PDF file and click on the Save button.

Method 3: Save Outlook email to PDF using Adobe Acrobat

  1. Download and Install Adobe Acrobat
  2. Start MS Outlook, and you'll find the Adobe PDF tab on the ribbon.
  3. Open the email you want to convert.
  4. Right-click on the selected email and choose the Convert to Adobe PDF option
  5. Provide a path to save the PDF file and click on the Save button.

Frequently Asked Questions

How to export multiple emails from Outlook to PDF?

Various manual methods are available that allow the user to convert multiple emails from Outlook to PDF. To perform this conversion, you can use the method below.

  1. Launch MS Outlook and select multiple emails you want to convert
  2. Go to the File menu and select the Print option
  3. From the Printer Status drop-down menu, select the Microsoft Print to PDF option.
  4. From the Settings window, select the Memo Style and click on the Printer icon.
  5. Enter a file name, provide a path to save the PDF file, and click the Save button.

Note: This method combines all the converted emails into a single PDF file.

How to convert the Outlook folder to PDF?

To save the Outlook folder to PDF, you must have Adobe Acrobat installed on your machine. To perform this conversion, follow the steps below.

  1. Start MS Outlook and select the folder you want to convert to PDF
  2. Right-click on the selected folder and choose the Convert "FolderName" to Adobe PDF option
  3. Enter a file name, provide a location and click the Save button
  4. A dialog box will open that will create PDF

Once the process is complete, Adobe Acrobat will open the file automatically. It will create a directory of your email. You can click on any email to view the message.

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