Tips and Tricks for Saving Outlook Emails to PDF Files

Updated On - October 25, 2024 by Nasir Khan | Reading Time: 6 minutes

Summary: MS Outlook happens to be one of the most efficient email clients. Clearly, it has proved to be much more helpful to us than ever expected. But do you know that you can save Outlook emails to PDF files and make it more accessible? Well, this article will help you understand the manual and the professional tools that can easily convert your MS Outlook emails to PDF files.

Introduction
MS Outlook is a great email client to work with. It offers amazing benefits to users as it is loaded with multiple features. All the information of the mailbox is stored on a real time basis in OST and PST file format. These file formats store everything from emails, attachments, calendars, tasks and journals. But little do you know that your work can be made much easier if you convert your MS Outlook emails to PDF file format. It improves the accessibility and readability of your data in a hassle free manner. Let us now explore the benefits of converting your MS Outlook emails to PDF. We will also discuss the methods to execute this conversion.

Benefits of saving Outlook messages in PDF format

There are multiple benefits of saving MS Outlook emails to PDF files. Here are some of the benefits.

• It enhances the protection of your file as you can apply passwords and permissions.
• It helps to save every type of data such as hyperlinks, images, spreadsheets and presentations.
• It allows you to add your own watermark to prevent any copyright issues.
• PDF file format can be accessed without the internet as well.
• It is accessible across every platform.

04 Best Methods to save Outlook emails as PDF file format

There are different methods for saving MS Outlook emails in PDF format for every version of MS Outlook. Let us explore this one by one.

Use Print Feature to Save Outlook emails as PDF file in MS Outlook 2013, 2016 and 2019

Here are the steps that you need to follow for converting your emails in PDF.

1. Open MS Outlook. Select the email that you want to convert as PDF. Go to File. Click on Print.
2. Under the Printer, click on the drop-down menu. Select Microsoft Print to PDF. Then, click on Print.
3. In the Save Print Output As window that pops up, select the location where you want to save the PDF file. Click on Save.

Convert Outlook Messages to PDF file in MS Outlook 2010

If you are using the 2010 version, then you will have to convert your emails to HTML format first and then convert the same to PDF. Follow these steps for converting the emails in MS Outlook file format.

1. Open MS Outlook and select the email you want to save as PDF.
2. Open the File tab and select Save As.
3. In the Save As window that pops up, select the location where you wish to save Outlook message as a PDF file.
4. Click the Save as Type drop-down menu and click HTML. Then, click Save.
5. Open Microsoft Word. Go to the File tab and click Open. Then select the HTML file you saved in the previous step.
6. Open the File tab and click Save As. Then, enter the location where you want to save the PDF file.
7. In the Save As window that pops up, open the Save as Type dropdown menu and select PDF. Then click Save.

Save Outlook Email Messages to PDF file in MS Outlook 2007

To save email as PDF in Outlook 2007, you need to manually copy the email text in Outlook and save it as PDF by using Microsoft Word. For this, follow these steps:

1. Open MS Outlook and select the email you want to save as PDF.
2. Copy the email text. You can use Ctrl + A and Ctrl + C
3. Open a blank document in Microsoft Word and paste the copied text in it.
4. Click the Microsoft Office button, select Save As, and then click PDF or XPS.
5. Under Save as Type, select PDF and click OK.
6. Click Publish to save the file as PDF.

Limitations

The methods that we have explained above are exhaustive and time consuming. These methods are definitely not suitable for beginners. Despite following every step properly, there is a great possibility that you would not be able to successfully convert all your emails to PDF file format. So, in order to overcome these limitations, we here provide a reference to a professional tool that will help in the long run to overcome these limitations.

Use Professional tool to Convert Outlook PST to PDF file

Regain Outlook PST Converter tool is the finest tool available that helps to convert your emails to PDF file format effortlessly. This professional tool converts not only the emails but also the attachments to a PDF file format. It comes with an easy interface which makes the entire process very easy for the beginners. Let us know more about the features of this tool.

• It converts one and many emails together to PDF file format.
• It saves the emails along with their attachments in the PDF file.
• It displays a preview during the process of conversion.
• It converts emails to PDF format as well as other formats such as EML, EMLX, MSG, HTML, MBOX, VCF, ICS, TGZ, and Cloud Platform.
• The tool helps to import the files to multiple email clients such as PST to Gmail, PST to Yahoo Mail, Outlook.com and PST to Office 365.
• It is compatible with all the versions of Windows Operating System.
• It is completely safe and free to download.
• It comes with a trial version for the users to try and test this.

Free Download100% Secure Buy NowPrice: $39

Follow all these steps to Convert Outlook emails to PDF file format

1. Install Regain Outlook PST Converter tool.
2. Launch the software and add the MS Outlook emails.
3. Add the PST file that you want to convert.
4. Preview the file before you begin converting the same.
5. Save the target file in PDF file format.
6. Click on Save after specifying the location to save the file.

Conclusion
We have comprehensively covered every aspect that helps you to convert your emails to PDF file format. It is up to you which method you go ahead with. But if you are looking for a method which requires minimum effort then definitely you must go ahead with the professional tool. We hope that we have been able to assist you much on this issue.

Frequently Asked Questions

Ques1. PST is considered one of the best file formats to store emails. Then why should I save Outlook emails in PDF format?

Ans. There is no doubt that PST is one of the best file formats to store data, but the only thing that PST files lack is the ability to open PST files. You need to have an Outlook account or a third-party PST viewer tool. However, the PDF file format can be accessed without any additional application.

Ques2. I have an orphaned PST file. Can I use the Regain PST converter tool to convert this PST file into PDF format?

Ans. The Regain PST converter allows users to open orphaned or corrupt PST files without the hassle and additional setup.

Ques3. Why is the manual method not recommended for professional use?
Ans. The manual method does work, but we do not suggest it for professional use as it is a repeated process and doesn’t allow us to save the email from PST files to PDF format in bulk.

Ques4. There are several other third-party tools available. Why should I specifically prefer the Regain PST converter tool?
Ans. The Regain PST converter tool holds all the features you’ll find in any other third-party tool, but what makes the Regain PST converter tool stand above the competition is its pocket-friendly price. Where other PST converter tools will cost you $99, this tool only costs $39.