[Cover All Cases] How to Convert Outlook Email to PDF

When you receive important receipts or have edited an email in your Outlook, converting them to PDFs is essential for information management.

PDF is a highly stable file format that can be shared and sent on almost any platform and software.

However, not all conversion tools guarantee privacy. This guide provides step-by-step instructions on securely exporting Outlook emails as PDFs across various platforms, including Outlook on the web, classic, new, and mobile versions.

Saving Emails as PDFs Using Outlook’s Web Version

Many users prefer the web version of Outlook to avoid downloading additional apps. With this online email manager, you can access your emails from any device with an internet connection.

To convert an Outlook email to PDF on the web, utilize your browser’s built-in print feature. Please note that this will result in a flattened PDF, making links and interactive elements unclickable. Other tools may be needed to unflatten this PDF.

1. Log in to Outlook on any browser and open the email you wish to convert.

2. Click the three-dot icon in the menu bar above the email. Select “Print” and click “Print” in the right-hand window.

3. In the print window, choose “Save as PDF” for Destination. Adjust the page range and layout, then click “Save” and choose the desired location for your PDF.

How to Convert Outlook Email to PDF in Outlook New

Microsoft Outlook New, launched in 2022, features the Copilot tool to help organize emails and includes a print option for saving emails as PDFs. This feature will initiate the print driver of your device.

Follow the steps to save emails as PDFs on Windows quickly:

1. Get into Outlook New and navigate to the email you want to save as a PDF.

2. Click the three-dot icon in the menu bar and press “Print” > Click “Print” in the right-side window.

3. In the print window, adjust the settings in the sidebar and set the Printer as “Save as PDF.”

On Mac:

1. Open Outlook New and log in to your account.

2. Select the email you want to export to PDF, then click the three-dot icon in the menu bar and choose “Print.”

3. In the print window, ensure that “No Printer Selected” is chosen under Printer.

4. Adjust settings like message background, heading, and page range as needed.

5. Click “PDF” in the saving options, or choose “Save as PDF” if available, then rename the file, select a location, and click “Save.”

If you use the Outlook mobile version, saving emails as PDFs is straightforward. This is due to the built-in print drivers on most smartphones and tablets.

On iOS (iPhone/iPad):

1. Open Outlook and tap the email for conversion.

2. Tap the three-dot icon at the top and select “Print Conversation.”

3. In the pop-up window, tap the share icon and proceed to save as PDF.

On Android:

1. Open the email in Outlook.

2. Tap the three-dot icon and choose “Print.”

3. Select “Save as PDF” from the options provided and save the file.

4. By following these steps, you can effectively create a PDF from an Outlook email on any device, ensuring that your documents are securely stored and easy to access.

Outlook Classic: How to Convert Outlook Email as PDF

If you’re using the Outlook Classic desktop app on your computer, you can either print the emails directly to PDF or save them as HTML files first and then change them into PDF. The latter method is particularly useful as it preserves the original formatting of your emails more effectively.

While the interface of Outlook Classic might not be as streamlined as the new version, it offers a more detailed display of email features. This can make it easier to quickly browse through your options and find exactly what you need.

Save an Email as HTML and Convert it to PDF Online:

1. Launch Outlook Classic > Select the email you want to export in the Mail view.

2. Click “File” > Choose “Save As” in the sidebar.

3. In the pop-up window, set a file location and choose the “Save as type” drop-down as “HTML” > Click “Save.”

For a complete HTML to PDF conversion, we recommend PDFgear. Its online tool is free, requires no registration, and supports direct file uploads and downloads.

Unlike many others, PDFgear exports files without watermarks and ensures the security of your email messages.

Go to PDFgear online HTML-to-PDF converter > Select “Convert HTML File” > Press the “Upload HTML File” button and choose a file to add > Click “Download” to save the PDF document.

Save Outlook email as PDF by printing:

1. Choose the email you want to convert in Outlook.

2. Go to “File” > Choose “Print” in the sidebar.

3. In the “Printer” drop-down, select the virtual printer “Microsoft Print to PDF”

4. In the dialog box, name the new file, choose a file location, and click “Save.”

FAQs:

How do I convert an Outlook email to PDF without printing?

To convert an Outlook email to PDF without Printing, you can make the email HTML and convert it to PDF: Open the email in Outlook > Choose the “File” tab in the topmost menu bar > Select “Save As” > Opt for “HTML” as the file type > Save. Upload the file to PDFgear online converter > Download the PDF files.

What is the easiest way to save an Outlook email as a PDF?

The easiest way to save an Outlook email as a PDF is to print it with the built-in printers of the Outlook app or the device. Simply locate the email in Outlook > Tap the three-dot icon > Choose “Print” > “Print” > Select the file type as PDF and click “Save.”

How do I convert an Outlook email to a PDF with attachments?

To convert an Outlook email to PDF with attachments, you need to download the attachments and save them as PDF documents. Then, print the email as PDF. Use PDFgear PDF merger to combine these files into one PDF file.