How to Save an Outlook Email as PDF
In short: To save an Outlook email as PDF, open the email, choose File then Print and pick Microsoft Print to PDF, because Outlook has no Save as PDF button. This works in classic Outlook, new Outlook and the web. On a Mac, use the PDF option in the print box. For a whole folder at once or to keep attachments, a backup tool does it in one job.
Why there is no Save as PDF button
Most people start in the wrong place. You open File then Save As, expect PDF in the list of file types, but it is not there. Outlook only saves a message as .msg, .eml, .htm or .txt. That is by design, which is why this is one of the most searched Outlook questions. In Outlook, PDF is a print format, not a save format. Once you look under Print instead of Save As, it takes seconds. Two traps are worth knowing before you start: the PDF will not include your attachments, only their names. Outlook also cannot save a whole folder as PDF on its own. Both are covered below.
Backup and Recovery Specialist, Corbett Software
“The question I get most is where the Save as PDF button went. It was never there. PDF in Outlook is a print option, not a save option. Once people look under Print instead of Save As, it takes ten seconds. The only real traps are attachments and doing a whole folder at once.”
Save an Outlook email as PDF on Windows
This works the same way in both classic Outlook and new Outlook for Windows.
- Open the email, ideally by double-clicking it so it opens in its own window.
- Select File then Print. You can also press Ctrl+P. In new Outlook, use More actions, the three dots, then Print.
- Under Printer, choose Microsoft Print to PDF.
- In classic Outlook, set the style to Memo Style, which prints the full header and body. Table Style only prints a list view.
- Select Print, then name the file and choose a folder in the Save Print Output As box.
Tip: if the email has pictures that are not showing, click the Download pictures banner at the top of the message first, otherwise they will be blank in the PDF.
On the web and on Mac
The route is the same idea, with a different menu.
- Outlook on the web (outlook.com). Open the email, select More actions, the three dots, then Print, then Print again. Choose Microsoft Print to PDF or, in the browser dialog, Save as PDF, then Save.
- Outlook for Mac. Open the email, select File then Print, open the PDF dropdown at the bottom of the print box and choose Save as PDF.
- Outlook on a phone. The mobile apps have no built-in save as PDF. Open the account in a browser or on a computer and use one of the steps above.
Save multiple Outlook emails as PDF at once
This is where the versions split. It catches people out. Classic Outlook can do it, the others cannot.
- Classic Outlook. In the message list, hold Ctrl to pick individual emails or Shift to select a range, then File, Print, Microsoft Print to PDF and Memo Style. Outlook bundles them into a single combined PDF, one message after another.
- New Outlook and the web. Neither supports printing several selected emails into one file. You would have to save each on its own, then merge the PDFs, which is slow for more than a handful.
For a whole folder, hundreds of emails or a full mailbox, the manual route is not practical. A backup tool reads every folder and saves each message as a PDF in one pass, which is the section below.
Keep the attachments too
Here is the trap that surprises people after the fact. Microsoft Print to PDF saves the message body only. It lists the attachment names in the header but does not include the files themselves. If the attachments matter, you have two choices:
- Save them by hand. In the open email, right-click an attachment and choose Save All Attachments, then keep them in the same folder as the PDF.
- Use a tool that keeps them. A backup tool can save each email as a PDF with its attachments embedded or stored alongside, so nothing is lost.
If Microsoft Print to PDF is missing
If Microsoft Print to PDF is not in your printer list, it has been switched off in Windows. Turn it back on under Control Panel, Programs, Turn Windows features on or off, then tick Microsoft Print to PDF and restart. For a fuller walkthrough when the option fails, see Office 365 Print to PDF not working.
The fastest way for a whole mailbox
If you need a full inbox, a set of folders or an audit-ready archive, a direct tool skips the print step entirely and handles attachments and bulk in one job.
The Corbett Outlook Backup Tool connects to your Outlook or Outlook.com account and saves every folder as PDF, with attachments and the full header, date and sender kept. It previews the mail first, filters by date or sender so you export only what you need. A free demo edition runs on every edition of Windows.
- Install and open the tool, then choose Open, Email Accounts, Add Account.
- Sign in with your address and an app password, then preview every folder in the side pane.
- Click Export, pick PDF, apply any date or sender filter, then Save.
Frequently asked questions
Does Outlook have a Save as PDF option?
No. Outlook saves a message as .msg or .eml, not PDF. To get a PDF, open the email, choose File then Print and select Microsoft Print to PDF. PDF is a print format in Outlook, not a save format.
How do I save an Outlook email as PDF with attachments?
Print to PDF saves the body only and lists attachment names, not the files. Save the attachments by hand with right-click then Save All Attachments. You can also use a backup tool that keeps each email as a PDF with its attachments.
Can I save multiple Outlook emails as PDF at once?
Classic Outlook can. Select several emails, then File, Print, Microsoft Print to PDF and Memo Style for one combined PDF. New Outlook and the web cannot, so use a tool for a whole folder.
How do I save an Outlook email as PDF on a Mac?
Open the email, choose File then Print, open the PDF dropdown at the bottom of the print box and choose Save as PDF. There is no Microsoft Print to PDF on a Mac, but the macOS print box has its own PDF option.
Why is Microsoft Print to PDF not in my printer list?
It has been switched off in Windows. Turn it on under Control Panel, Programs, Turn Windows features on or off, tick Microsoft Print to PDF and restart.
Will the PDF open on a phone or Mac?
Yes. A PDF follows the open standard, so it opens on Windows, Mac, iPhone and Android without any extra software.