How to Save Outlook Email as PDF in 5 Ways

PDF is one of the most credible formats to back up the digital document because its is versatile and compatible with most of the devices. PDF formatted document can be seen in computer or a mobile phone or vice versa without changing the layout of the document. Not only specifically for regular documents, but it can also be used for saving important emails, especially in Microsoft Outlook. In this article, we will learn how to save Outlook emails as PDF using various operating systems, such as Windows and macOS, along with the advantages of using Outlook emails over other email providers in terms of saving to PDF documents. 

Why is it important to convert Microsoft Outlook emails to PDF? 

Exporting or saving Outlook emails to PDF has become a necessity to ensure the stability of important information in emails. This will ensure that the email in the inbox, along with the attachments, can be recorded accordingly. The method for saving Outlook email as PDF are the innovation from Outlook email to ensure that the legal documents or other documents related to business are organized and easy to find on specific PDF document. These are the advantages of saving Outlook emails as PDF: 

1. Can be saved for a long time

Converting Outlook emails to PDF format will ensure that the emails can be saved for the long term, and they are functional to avoid changes while still in the email inbox. This is important to save a business contract, invoices, and other essential documents for the company. 

2. Easily accessible without using the Internet

Saving Outlook email to PDF will give you easy access to the email without the need to access the Internet. Meanwhile, if the document is still in the Outlook email, you obviously need the Internet only for accessing the specific email record. 

3. Ensuring the legal compliance for the audit process

Some companies or organizations are using PDF for the audit process. Thus, converting email to PDF will guarantee the data is authentic, and there is a minimum risk of fraud due to accidental or voluntary data changes. 

4. Can be shared easily with other team members

Converting an email to PDF formatted document allows the document to be shared easily with other team members in a company. With this document, the other team members can see the document without accessing the original Outlook email account that might be restricted for some employees or people from other companies. 

5. Make the email record organized

By saving Outlook emails to PDF, the files about contracts, reports, or other document send via email will be organized into one folder. The organized records will enable the projects or other team members to navigate the records easily from one folder to another. 

How to save Outlook email as PDF on a desktop browser

After understanding the advantages of saving Outlook email as a PDF, we will give the instructions on how to save Outlook email as a PDF. Please note that saving Microsoft Outlook email as a PDF is simple; you do not need specific skills in order to be an expert on Outlook, and most people do it using a browser instead of a desktop application. Here are the steps for saving Outlook email as PDF on a preferred browser on your computer or laptop. 

• Step 1: Open the Microsoft Outlook email on your preferred browser on your computer or laptop. 
• Step 2: Once the Outlook email is open, you can select a certain Outlook email that you want to save as a PDF-formatted file.
• Step 3: Afterwards, click the More action (…) in the right corner of the email and choose the Print option. 
• Step 4: There will be a pop-up menu, the Print option, and click the Save button. Then choose a certain storage you want to save this PDF file. 

How to save Outlook Email as PDF document using an app for Windows

Not only using browser, but Microsoft Outlook also provides an application for Windows and macOS. The development of the Outlook app for desktop facilitates users who perhaps more comfortably to use the Outlook application more comfortably rather than accessing it through a browser. Here is the step-by-step process of how to save Outlook emails as PDF using a particular app for Windows. 

• Step 1: Open the Microsoft Outlook application for Windows. 
• Step 2: Select a certain email that you want to save as a PDF-formatted file. 
• Step 3: Tap the More actions menu (…) on the top left corner of the Microsoft Outlook app page designed for Windows. Then, click the Print button. 
• Step 4: Select the Microsoft Print to PDF and tap Print in blue at the bottom of the menu. Then choose a certain storage on your computer and tap Save. The file will appear in your computer’s storage. 

How to Save Outlook Email as PDF document using an app for Mac

The instructions on how to save Outlook emails as PDF can be done using the Outlook application on macOS. This method is quite similar to when you use a browser or Outlook application for Windows. Check the step-by-step instructions on how to save Outlook email as PDF using the app for Mac.  

• Step 1: Open the Microsoft Outlook application on your MacBook or iMac. 
• Step 2: Then, click the file you want to convert to PDF. Choose the Print menu at the top of the Outlook app.
• Step 3: On the pop-up Print menu, tap PDF at the bottom of the menu. 
• Step 4: You can organize the file name and choose the storage for the PDF file. Afterwards, click Save, and the new PDF file with a similar title to the email will appear in the selected folder. 

The three methods of using Outlook for web browser, Windows app, and macOS app are quite similar to each other. However, the method of using a web browser and a Windows app is similar and different only in the last part for saving to the computer storage. Meanwhile, the Outlook for Mac has a different appearance because the Print option can be found on the upper side of the app. The Print pop-up menu between Windows and macOS is quite different, which can be a challenge for people who are not familiar with macOS or vice versa. 

Difference in How to Save Outlook Email as PDF with iOS and Android

Not only available for desktop, but Microsoft Outlook is also available on mobile applications. However, the step of saving Outlook email as PDF using a mobile application is different than the desktop. If you are more comfortable using a mobile app rather than a desktop, you need to take a look at how to save Outlook emails as a PDF on iOS for iPhone users. 

• Step 1: Open the Outlook application on your iPhone or iPad and select a certain email that you want to convert into a PDF-formatted document. 
• Step 2: Choose the (…) menu in the bottom right corner of the Outlook for mobile app. Then, choose the Print option. 
• Step 3: Once you are directed into the Options menu, click the Share icon on the top right corner of the iPhone screen. 
• Step 4: Finally, click the Save to Files option, and the PDF will appear on your iPhone’s storage. 

For those of you who are Android users, the steps for saving Outlook emails as PDF are different than the iOS counterpart. Here are the step-by-step instructions on how to save Outlook emails as a PDF-formatted file on an Android mobile phone. 

• Step 1: Open the Microsoft Outlook application on your Android mobile phone. Please select one of the emails that you want to convert into a PDF-formatted file in Outlook.  
• Step 2: Choose the dot three symbol (…) in the right corner of the Outlook application. 
• Step 3: Then, click the Print option on the pop-up menu. 
• Step 4: Once it is directed to the new page, make sure that the option is Save to PDF. Afterwards, click the Save icon and choose the folder on your phone storage. 

After following the tutorial above, we can see that the steps on how to save Outlook emails as PDF using Android or iOS are indeed slightly different. However, the two methods are easy to use, and everyone can do them without being an expert on iOS or Android. This only depends on your phone’s operating system. 

Additional Tips and Best Practices on How to Save Outlook Email as a PDF-formatted file

In spite of the convenience, there are other tips that you need to know about saving Outlook emails as PDF before utilizing the methods above. This is for better results and to ensure that the conversion of email to a PDF format file will be long-lasting and secure. Here are several additional tips on how to save Outlook emails as PDFs. 

• Convert the email into a bulk

Instead of saving the emails one by one, you can convert multiple Outlook emails into one PDF file at once. This method will reduce the time to convert emails to PDF one by one and make your work more efficient. You can convert by using Ctrl or Cmd (Mac) and select multiple emails and use File+Print and Microsoft Print to PDF. 

• Use add-ins to help you convert emails to PDF in Microsoft Outlook

As a leading email provider, Microsoft Outlook offers a bunch of features and add-ins to be integrated into its application. You can use the add-ins from an external application within the Outlook platform, such as Adobe Acrobat Reader, to save the email into PDF format. This can be an alternative for you to save Outlook emails as PDFs easily without the need to use the Print option. 

• Optimize the security

There are some security risks of converting Outlook emails to PDF. Thus, you need to be wise in order to save the important file from email to PDF. In order to save the data within the PDF file, you need to set the password before sharing it with others. 

• Double-check to ensure that the PDF-formatted file is correct

The process to save an email as a PDF using Outlook is easy, but you need to consider to check the document first. This is important to ensure that the email is converted to a PDF file correctly. Before saving it to the selected storage, you need to check the data in the PDF file using the preview. 

• Download the attachment separately

An Outlook email that save into the PDF will not include the attachments. Hence, you need to download the attachments separately and save them to the appropriate folder. Also, you can use add-ins, Save as PDF, or AssistMyTeam to merge the attachment to the PDF. This option is great to ease your work without merging the email in PDF format with the attachments one by one. 

Conclusion 

Saving Outlook emails is very useful for individuals and businesses. When we convert the email into PDF formatted document, the file or record from the email will be easily accessible without needing access to the Internet. Moreover, the PDF-formatted document offers stability for saving a file in the long term, especially for the record of important documents such as contracts, business deals, and others. Therefore, these tutorials on how to save Outlook email as PDF will teach you to be familiar with the Outlook features and help you to archive email into PDF formatted document accordingly. 

Frequently Asked Questions (FAQs) on How to save Outlook email as PDF

1. Why do people need to save Outlook email into PDF document? 

The PDF file offers a stable and convenient way to archive documents. Hence, the record from Outlook email will be stored appropriately on the computer storage and will be easy to track the documents. 

2. Why do people choose the Outlook email rather than other email providers? 

Outlook email is well-known these days because it offers many advanced features. On the other hand, Outlook is integrated with other Microsoft tools, which are called the Microsoft ecosystem. This ecosystem creates independent access to all of the tasks without the need to use other tools from different providers. 

3. What is the easiest way to convert Outlook emails to PDFs? 

The methods for converting Outlook emails to PDF are quite similar to one another. Therefore, you do not need to find the easiest way and adjust your needs and the operating system used for your daily work. 

4. What is the difference in saving Outlook email as PDF on iPhone and Android? 

The methods of how to save Outlook email as PDF on iOS and Android are slightly different due to the different user interface, even though they are similar apps. However, the methods are similar and both of the operating system using Print option. For those of you who are Android or iPhone users might be a bit challenging in the beginning, but as long as you are familiar with the method to save as a PDF, then it would be easy. 

5. Does saving an email as PDF include the attachment? 

No, the Print option in Outlook email only converts the bodyof the email without the attachment. If you want to merge the attachment, you should use add-ins instead of the regular feature from Outlook to save an email as a PDF.