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How to Save Outlook Email as PDF with Attachments?

Published By Ashwani Tiwari
Aswin Vijayan
Approved By Aswin Vijayan
Published On January 5th, 2024
Reading Time 6 Minutes Reading
Category PDF Updates

In this digital era, there are many users who want to save Outlook email as PDF format. Because accessibility, printing, and sharing functionality. Microsoft Outlook itself provides an option to save Outlook emails as PDF file. Apart from this third party solution also available. Here in this post, we will be discussing both solution in detail.

I need to convert Outlook email to PDF for a project. I know we can do this 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 time, so I need these PDF files as soon as possible. Being a the 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.”

Table of Contents:

  1. Why Convert Outlook Email to PDF Format?
  2. Methods to Save Outlook Email as PDF Format
  3. Convert Outlook to PDF With Attachments on Windows
  4. Manually Save Outlook Emails as PDF for Free
  5. Export Mac Outlook Emails to PDF Format
  6. Steps to Save Outlook Email as PDF Format
  7. Author Suggestion

Why Convert Outlook Email to PDF Format?

There are several advantages of having data in PDF file format. Let us understand some of them, before moving forward for the steps to export Outlook to PDF format.

  • Wide Range of Compatibility.
  • Preserves HTML Formatting.
  • Advance Security (Owner Lever, Edit Level, etc.)
  • PDF File Supports Interactive Elements.
  • Requires Less Space to Store Data
  • Allows Option for Digital Signatures
  • PDF Files are Best for Printing Data
  • Enables Options for Read-Only

It might be possible that, you are not familiar with these terms. But All these factors makes PDF file different from email files. So, having Outlook email in PDF format is the best.

Methods to Save Outlook Email as PDF Format

There are different methods available for users to export Outlook emails to PDF format. Depending on the operating system one is using, the methods vary. However, users always prefer easy and reliable solution with 100% accuracy. Considering this requirement, we are going to list some effective approaches for Outlook email to PDF conversion on Windows and Mac OS. You can choose either solution according to your need. 

  • Software to Batch Export Outlook Emails to PDF
  • Manually Save Outlook Email as PDF on Windows for Free
  • Tool to Convert Mac Outlook to PDF

All the listed methods are verified and safe to use on any size email database. It ensures complete data conversion without limitation.

Convert Outlook Email to PDF With Attachments on Windows

If you want to batch convert emails from Outlook to PDF files on Windows OS. Then PST to PDF Converter software is the right solution for you. This application is easy to use and 100% safe to use for exporting multiple MS Outlook emails in PDF Format with attachments. All you need to do, download the software and follow the steps:

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  1. Launch the professional converter utility and click on Add File.
  2. Select the Outlook data file and add the file.
  3. The tool will scan the added Outlook email file and display a preview of the entire data in software panel.
  4. If needed, you can select the required emails from the preview screen and click on Export Selected on the top right. Otherwise, you can select the Export button.
  5. Select PDF from the list and click on Adv. Settings to apply additional features before exporting Outlook emails as PDF format.
  6. In the General Settings tab, select Naming Convention, Date Filter, Category Selection, Include Message Header (if necessary).
  7. Users can also apply PDF file settings such as Bates Number, Date Stamp, Page Margin, landscape/portrait mode, and Save them.
  8. Click Browse to select the destination and click on Export to batch convert Outlook Emails to PDF with attachments.
  9. When the conversion completes, you will be notified and an export report will be displayed.
  10. Go to the selected location to access the PDF files along with the attachments.

By following this method, you can quickly Bulk convert Outlook Email to PDF format.

Manually Save Outlook Emails as PDF for Free

If you are looking for a free solution to export your Outlook emails into PDF, then you can follow the steps given below:

  1. Open MS Outlook Application
  2. Select the Email that you want to export as a PDF.
  3. Now, go to File Menu and select the Print option.
  4. Select the Microsoft Print to PDF option.
  5. Now click Print to proceed.
  6. Select PDF from the Save as type drop-down menu and click the Save button.

Remember: This method does not support bulk email conversion or converting email attachments at the same time.

Export Mac Outlook Emails to PDF Format

If users want to convert Mac Outlook emails into PDF in batch with no data loss and corruption, then they should go for Mac OLM Converter. This is a powerful utility to bulk convert Outlook emails to PDF and other file format.

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Advantages of Using this Tool 

  1. The software export emails, contacts, tasks, calendars, and notes from Outlook
  2. Converts Mac Outlook emails into PDF, and other file formats
  3. The tool is capable to transfer selective data using a date-based filter
  4. Supports OLM file that is created in Mac Outlook 2019, 2016, and 2011
  5. Convert Mac Outlook emails into PDF Format on All Mac OS X Versions

Steps to Save Outlook Email as PDF Format

Follow below listed instructions and easily export complete data:

  1. Download and Install Outlook Email to PDF Converter Tool. 
  2. Browse Mac Outlook OLM file into Software Panel. 
  3. Hit Export Button and Choose PDF Radio Button.
  4. Browse Path to Save PDF File After Completing Outlook emails into PDF conversion.

Author Suggestion

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