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How to Save Outlook Email as PDF? Quick Ways!

Jared Young ~ Modified: August 7th, 2023 ~ Backup ~ 5 Minutes Reading

This article discusses the top ways to save Outlook email as PDF. Here, we share two different manual solutions as well as an automated solution to accomplish the task. Read this article till the end to know which one of the solutions turns out to be the best fit for you. So, without further ado, let’s jump into the article.

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User Query:

For the past 5 years, I was working on a project in which all my data was saved in MS Outlook. To meet the compliance requirement I want to save around 200 emails to PDF format. I have Outlook configured on a Windows 10 machine, and I tried to manually save email as PDF in Outlook, but it is a time consuming process, and it’s difficult to manage the file order. Can you please help me in this situation, suggest a reliable & secure solution to save Outlook emails to PDF format.

Like the above query there are a lot of queries that my team faces daily. Regarding this problem, our technical team decides to develop a solution that allows us to backup Outlook emails as PDF format. There have been plenty of reasons why many users want to save Outlook emails to PDF format. In order to prevent cyber-attacks, malware or virus attacks, data corruption, etc.

Outlook is a popular email client application. Outlook stores its files in a PST file format. However, the need to save Outlook email as PDF may arise at any point in time.

PDF is a standard file format that ensures to keep the data intact, consistent and prevents any editing by illegal means. The PDF file format is used for various purposes like preparing legal documents, appointment letters, and other necessary documents. Now, let’s begin the post, and understand the solutions to export Outlook email as PDF format.

How to Save Email as PDF in Outlook? Top Ways

In this blog, we have brought you the top three solutions from all over the internet to save your Outlook emails in PDF format. The said solutions are:

  • Microsoft Print to PDF in Outlook.
  • Export Outlook Email to PDF without print option.
  • Use an expert-suggested automated utility.

Now that we are aware of what the methods are, let’s further explain them in detail.

Save Outlook Email as PDF with Microsoft Print to PDF

  • In Outlook, Open the message that you want to export into a PDF file.
  • Select “File” >> “Print” from the drop-down menu.
  • Select “Microsoft Print to PDF” from the printer menu.
  • Click on the “Print” button.
  • Lastly, choose a folder for your PDF and enter a name, then, click “Save”.

Now, the selected emails have been exported to the desired destination and saved as individual files in PDF format. You’re done with the process of backup Outlook.com emails as PDFs.

Export Outlook Email to PDF without Print Option

  • Open your Microsoft OneNote.
  • Click on the “Add Page” button to insert a blank page.
  • Launch Outlook, and go to Home >> OneNote.
  • In the ‘Location Window select the new page as in Step 2, and click “OK”.
  • Now the selected email has been transferred to the page of OneNote. Click on File >Export.
  • Then, in the ‘Export Current’ section, click on ‘Page’ and then select format as ‘PDF’ format.
  • In the opened ‘Save As’ dialogue box, select the destination folder to export Outlook email as PDF.
  • Give a name to the file, select the page range as ‘Selected Pages’, and then click on the ‘Save’ button.

Now, the selected emails will be exported and saved in PDF format. And that is all for the procedure to export email as PDF in Outlook all editions. Well, there are certain limitations associated with this process, which have been addressed below.

Limitations of the Manual Solutions

  • The manual solutions require saving each Outlook email file into PDF format one by one.
  • This makes it quite a lengthy and time-consuming approach for users to carry out.
  • Moreover, it makes them an unsuitable method for large numbers of Outlook email files into PDF file format.

Expert Suggestions to Save Outlook Email as a PDF

To complete this process in a safe & secure manner, users can go with the automated Corbett Outlook Backup Tool. The utility is trusted and recommended by experts. The software has the ability to save Outlook email as a PDF file without any hassle with all attributes.

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In addition to that, the software has the ability to auto-detect the server address & port number of your Outook.com or desktop mail client from the source location. With this solution, you have the option to convert & store Outlook mail data into document & file formats.

Steps to Save Email as PDF in Outlook Using the Tool

  • Firstly, Download and Install the utility on Your Windows Computer System. Launch the Software and Click on the “Open” button from the Menu.
    click on open
  • Now, go to Email Data Files >> PST >> Browse and add.
    Save Outlook Email as a PDF
  • Click on the ‘Export’ button, and select the PDF option to save Outlook email.
    click export and select PDF format
  • Lastly, apply the data filters & click on the save button to start the process.
    click save

So There You Have It

In the above blog, we have highlighted ways to save Outlook email as PDF format in the most suitable manner. However, our recommendation for users is to go with an automated solution that ensures complete conversion with effective results and without data loss.

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