How to Save an Email as a PDF: Outlook, Gmail, Apple Mail

Emailing is an indispensable mode of daily communication in our modern life, and people may exchange and keep hundreds of important information via platforms like Outlook, Gmail, and Apple Mail. Sometimes you may need to save them in a more widely supported format like PDF files. In this way, you can create backups for your emails, and edit or share them with others who have no access to your email account. In the following sections, we will provide you with different methods and step-to-step tips for converting emails to PDFs easily. Also, we will recommend you the tool PDFgear to conduct more editing on PDFs.

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How to Save an Email as a PDF in Gmail

Gmail is a free and most widely used email service provided by Google. Although Gmail helps you keep emails in your account, you may still want to save them as PDFs for sharing more conveniently. Then, you can resort to the built-in print feature in your Gmail web client. Here are simple steps to convert Emails in Gmail.

Step 1: Log in to your Gmail account on a browser and click to open the email that you want to save as a PDF.

Step 2: Click on the Print icon at the top right corner of the email and choose Print All.

Step 3: In the pop-up window, select “Save as PDF” as the destination and modify other settings according to your needs.

Step 4: Tap “Save” to set the destination folder and type a name for your PDF file.

The conversion from Gmail emails to PDFs is very quick and easy. After that, you can check your PDF file in the destination folder. Subsequently, you are allowed to do more editing like adding bookmarks, extracting pages, or rearranging PDF pages to make them logical.

How to Save an Email as a PDF in Outlook

Microsoft Outlook is a multifunctional platform where you can enjoy functions such as calendaring, task managing, note-taking, web browsing, etc. But it is primarily an email client providing services for businesses, educational institutions, and many organizations. Therefore, if you are using Outlook, you must have a need to save your emails as PDFs for different purposes. The process of converting them to PDFs is also easy to grasp. You can follow these step-by-step instructions. More details can be from the guide to saving Email as a PDF in Outlook.

Step 1: Open your Outlook and choose the email that wants to save as a PDF.

Step 2: Click on the three-dot icon and tap “Print” to preview your email.

Step 3: Click the print icon again and the print window appears. Then, select “Save as PDF” and adjust other settings.

Step 4: Tap “Save” and enter a name and a location for your PDF file.

How to Save an Email as a PDF on Mac

If you are a Mac user, you must be familiar with Apple Mail which is an exclusive email client included in Apple Inc. In order to save your email conversations as PDFs more quickly, you can directly use Apple Mail on your Mac. Here are some basic steps you can refer to.

Step 1: Navigate to your Apple Mail on your Mac computer and double-click on the email that you want to save as a PDF.

Step 2: Tap on the print icon and select “save as PDF” at the bottom of the pop-up print window by dragging the blue button.

Step 3: Choose a name and a location for your PDF file. Security options are also available to be adjusted. Once you are happy with the settings, just click “Save”.

For some normal emails with texts, you can follow the above steps to achieve conversion to PDF files directly. But nowadays, people often read files displayed in HTML format on different web pages for study or work. Sometimes, people also contain it to email for better communication. Therefore, for unexpected needs, we recommend you read more solutions about how to convert HTML files to PDF.

How to Save an Email as a PDF on iPhone and iPad

If you want to save an Email as a PDF on iPhone and iPad, getting help from the built-in print feature of the Apple Mail app is also a great workaround. Here are the steps to do it.

Step 1: Open the email that you want to save as a PDF in your Mail app. Then, tap the reply icon at the bottom.

Step 2: Scroll down to select the Print feature and pinch open the thumbnail image of your email.

Step 3: Click on the Share button in the upper right corner. Next, choose an app that you want to save your PDF file. For example, you can save it in iCloud Drive.

Actually, with the help of a built-in print function, emails can be converted to PDF files with just several simple clicks on your iPhone or iPad. Then, these PDF files can be viewed and shared in various apps. But sometimes you may also encounter situations where you need to make new PDFs or edit them. In that sense, we suggest you check more instructions about making PDFs on mobile devices like iPhones.

FAQs on Saving Emails as PDFs

How to save an Outlook Email as a PDF with attachments?

To save an email as a PDF with attachments, you can click the attachment in the Reading Pane and tap “Save As” in the Actions group. Or, you can directly right-click the attachment and choose “Save As”. Apart from some attachments, some emails may contain screenshots, if you want to convert screenshots to PDFs, you may need more tips for easy methods.

How to save an Outlook Email as a PDF without a header?

You can use the Reply feature of Outlook. After launching Outlook, choose Home to select the reply option. Then, on the reply message screen, you can remove the header information like subject, recipient, etc. In this way, the header will not show. Alternatively, you may use a third-party tool to delete the header after saving it as PDF.

How to save an Email as a PDF without cutting off?

To solve this problem, you should modify some settings in your print menu before saving an Email as a PDF file. In the pop-up print menu, just normally choose “Save as PDF” as the destination. Then, you need to select a layout option that fits your email content. The most important thing is to adjust margins and scale options to reduce white space, so that you can ensure no cutting-off in your converted PDF files.

How to save an Email as a PDF in the Outlook web app?

You can follow these steps to save an email as a PDF in the Outlook web app. First, open the email and tap the three-dot icon. Then, select Print in both the menu and the pop-up window. Next, choose a virtual PDF printer as the destination and press Print again. Finally, name and save your PDF file.

Why can’t I save an Email as a PDF?

There are some possible reasons behind this problem: your browser does not support the virtual PDF printer feature; you do not enable the virtual PDF printer function on your computer; you have not chosen the exact settings while saving as a PDF; you have not set a name or destination folder for your PDF file.

Conclusion

Saving an email as a PDF can help you preserve important content of your email for offline use or later review. This post has shown different methods to save your email as a PDF based on different email clients including Outlook, Gmail and Apple Mail. Generally, they all need the help of a built-in print function and the operating steps are user-friendly.