Methods to Batch Convert Outlook Emails to PDF with Attachments

Anuraag Singh | Last Modified: February 7th, 2020 | PDF Updates

In this digital era, there are many users who want to save emails as PDF on Outlook 2016 because PDF files are easily accessible with software like Adobe Reader. After batch convert Outlook emails to PDF format, the users can easily print the messages, because PDF files are suitable and without any data, loss user can save crucial information. This blog-post describes the solutions on how to batch convert Outlook emails to PDF, with attachments. User can easily opt any of the methods to easily transfer multiple Outlook 2016 emails to Adobe PDF.

I need to convert Outlook 2016 emails to PDF for a project. I know we can manually save emails as PDF in Outlook by installing both Adobe reader and MS Outlook on the PC. But, I have some different issues, my Outlook 2016 is not working properly and also I do not have so much of time, so I need these PDF files as soon as possible. Being at safer side, I have taken a backup of all my Outlook emails But, I don’t know what to do next. If anyone has the best solution to my problem then please suggest me the same.”

Before preceding with the manual steps to convert multiple Outlook data to PDF, first let’s explore the advantages of exporting the PST data into PDF file format.

Advantages to Convert Outlook 2016 Emails to PDF

Following are some of the advantages to save emails as PDF in Outlook:

  • The Adobe PDF files manifest the documents in electronic format which is independent of Hardware, Software and the Operating System.
  • PDF is free application compared with MS Outlook.
  • PDF files are fully secured when protected with user and owner passwords.
  • PDF files can be compressed and shared on online seamlessly.
  • The security settings of Adobe PDF files can be changed to prohibit unauthorized editing, printing, etc.

How to Batch Convert Outlook 2016 Email to PDF

There are different methods available for the users to convert Outlook 2016 emails to PDF. Depending on the operating system one is using, the methods vary. However, users always search for the conversion solutions that are easy and reliable to use and also migrates with 100% accuracy. Considering this requirement of the users, we are going to present some effective approaches for Outlook to PDF email conversion on Windows and Mac.

How to Save Emails as PDF in Outlook 2016 Manually

There are many manual methods available for the users to convert Outlook 2016 emails to PDF, but due to the high risk of data loss, these methods are not used by many users. Also, they are technical, which becomes difficult for non-technical users to follow them. Hence, users search for the migration solutions that are easy and reliable to use and also provides 100% accuracy.

Batch Convert Outlook Emails to PDF on Windows
Manually Save Outlook Emails in PDF on Windows
Convert Outlook 2016 Emails to PDF on Mac

Convert MS Outlook Emails to PDF with Attachments

If you have a bulk number of Outlook emails to convert into PDF format on Windows OS, PST to PDF Converter software is the right solution. This application is easy to use and anyone can operate this tool to save multiple MS Outlook emails in Portable Document Format with attachments. All you need to do is to download the software and follow the steps:

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Step 1: Launch the tool and click on Add File.

Step 2: Select the PST file and add the file.

Step 3: The tool will scan the full file and display preview.

Step 4: If needed, you can select the required emails from the preview screen and click on Export Selected on top-right. Otherwise, you can select Export button.

Step 5: Select PDF from the list and click on Adv. Setting to apply additional features for PST email to PDF export.

Step 6: In the General Settings tab, select Naming Convention and Date Filter (if necessary).

Step 7: Users can also apply PDF file settings such as Bates Number, Date Stamp, Page Margin, landscape / portrait mode, and Save them.

Step 8: Click Browse to select the destination and click on Export to batch convert Outlook Emails to PDF with attachments.

Step 9: When the conversion is done, you will be notified and an export report will be displayed.

Step 10: Go to the saved location to access the PDF files along with the attachments.

By following this method, you can quickly convert email data from Outlook into PDF.

Manually Convert Outlook 2016 Email Data to PDF

If you are looking for a free solution to save your Windows Outlook emails, you can follow the steps given below.
Remember: This method will not save the emails attachments and neither does it support bulk email conversion at the same time.

  • Open MS Outlook Application
  • Select the Email that you want to export as PDF. Now, go to File Menu >> Save As >> and save the email in HTML format.
  • Select the HTML file and right-click on it. Click on “Open With” & proceed to open the file with MS Word.
  • Click on File from MS Word menu and select Save As option >> and then select a .pdf format to save the file as PDF format.

FoolProof Solution to Transfer Mac Outlook Emails to Adobe PDF Format

If users want to convert Outlook 2016 Mac emails to PDF in batch with no data loss and corruption, then they should go for an advance utility SysTools Mac OLM Converter. This application is a powerful utility to bulk export Outlook 2016 OLM files into different file format including PDF, PST, MBOX, EML, MSG, etc. The software is designed to help users overcome the problem which they face using manual solution.

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This automated solution offers the following benefits:

  1. The software export emails, contacts, tasks, calendars and notes from Outlook
  2. Converts Outlook Mac OLM files into PDF, PST, MBOX, EML, EMLX, MSG, HTML, ICS and VCF file format
  3. The tool is capable to transfer selective data from OLM file via date-based filter
  4. Supports OLM file that are created in Mac Outlook 2019, 2016 and 2011.
  5. Compatible with all the latest version of Mac OS X.


In this blog post, both manual and automated solutions are discussed to batch convert Outlook 2016 emails to PDF on both Windows and Mac. Users can choose any of the suggested solutions as per the need for Outlook PST file. For Mac Outlook 2016 emails, they must go for the automated solution to save emails as PDF. So, no matter what is your requirement, this blog works as the complete guide for saving PST emails to PDF.

How to Convert Outlook 2016 emails to PDF?

Steps to use PST to PDF Converter for email conversion:
Step 1: Start the software on your system.
Step 2: Add Outlook 2016 PST files.
Step 3: Preview email data & select PDF as target file.
Step 4: Click on Export to convert Outlook 2016 emails to PDF.