Do you want to save important Outlook emails as PDFs? So you have come to the right place! One of the best ways to store records or share important information for the sake of backup of significant communications is by converting emails into PDF. In this post, I will be able to guide you through a few methods that demonstrate how to save Outlook emails as PDF along with metadata in proper format.
Microsoft Outlook is a very widely used email client that allows a user to send and receive messages and manage his or her calendar as well as organize contacts and tasks. It can be used as an independent application or be a part of the Microsoft Office suite, which incorporates such programs as Excel or PowerPoint. Among the characteristics of Outlook is a search for emails, color-code items, flagging, and usage in a preview pane so that the users would view it even better. Also, the user has the ability to share his calendar, schedule emails, and automatically reply to those who do.
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Why Do Users Save Outlook Emails as PDF?
- Easy Sharing: PDFs are easily shareable with any person.
- Data Security: Emails can be saved as PDFs in order to avoid accidental erasures of important data.
- Formatting Preserved: Your emails are in PDF so you will never lose your original formatting that existed in your Outlook email.
Now, moving forward for a manual solution to transfer Outlook emails as PDF using two manual as well as experts’ verified solution in the upcoming sections of the blog post.
#1. Convert Outlook Emails as PDF Via Outlook’s Save As Option
- Open the email you are going to convert into PDF in Outlook.
- Open the File menu and click on Save As from the drop-down list.
- Saving as PDF Format Choose PDF from the drop-down menu.
- Choose where you want to save the PDF file and give it a name you will remember.
- Save File Click on Save to complete the process of saving your Outlook email as a PDF.
#2. Transfer Outlook Emails to PDF Using Print Option
- Once you open Microsoft Outlook, then select the emails that you will prefer to save in PDF format.
- Choose the File from the dropdown menu, scroll down and select Print.
- Then, under the printer, you will select to have Microsoft Print to PDF.
- You will then click on Print. A dialog opens asking you where to save the PDF.
- Select the destination folder you like to use for saving the PDF and type in a name to your file
- Click the Save button to complete saving your Outlook emails as PDFs.
These steps work if you are working with Windows 10. If you are using earlier versions of Windows, then you may not have this option. You would be required to find another solution to save your Outlook emails as PDFs, especially if you had attachments. The automated solution below works well for converting Outlook emails to PDFs regardless of the version of Outlook you are using.
#3. Pro Solution to Save Outlook Emails as PDF in Bulk
Many users, unfortunately, get stuck while trying to save Outlook emails as PDFs. Someone might be wondering if Microsoft Outlook supports built-in functionality to print emails as PDFs. It does, but the feature is available only on Windows 10. Actually, converting Outlook emails with hyperlinks to PDFs can be a little cumbersome if you’re on an earlier version of the Windows environment. This is why our technical team has created a solution that is strictly for saving Outlook emails as PDF files. BitRecover PST to PDF Converter is the best software to save Outlook emails and attachments as PDF in bulk.
Software Steps to Transfer Outlook Emails as PDF
- Download the setup file of the Outlook emails to PDF converter and install it on your computer.
- The software will give you two options to load your Outlook emails into the interface: you have to either opt for Select File or Select Folder in order to download multiple ones at a time.
Note: If you have damaged *.pst files, use the “Recovery Mode” option.
- The software will automatically load all selected Outlook files. You may then specify which folders you would want to save as PDFs.
- If you wish to save your Outlook emails as PDFs but your emails need attachments, you may then enable the “Convert attachments as PDF” option, which is only available in the Pro Edition.
- You can also view the “Black & White Mode to generate an image of black and white PDF that you cannot search.
- Use browse to specify where you will save your final converted documents. By default, output data is saved on your desktop but you may change this by clicking on the icon “Browse”.
- You can provide a suitable name to your file using utility.
- Check the box, if you want to ignore the hierarchy of your system folder in this regard.
- Once you make all the changes required, click on the Convert button. The Utility will automatically start converting emails from Outlook into PDF.
- Once the conversion is done, the utility will automatically take you to the location where your imported PDF files are saved.
These steps are particularly useful if you’re running Windows 10. If you’re running an older version of Windows, you may need a solution slightly different from what’s above to save attachments with Outlook emails as PDFs, so I’ve included below as an automated solution to work for any version of Outlook.
Why Choose Professional Method Over Manual Solutions?
- Users can save multiple Outlook emails with attachments in a single go in PDF format.
- This software can save not only your emails but the attachments as well. You can export several Outlook mails in PDF with corresponding files.
- This specific software is programmed to ensure that every aspect of your email remains unchanged with the conversion. This means that all the information additional to the body, which may comprise subject lines, sender and recipient details, links, and images will remain unchanged.
- It supports all the editions of Windows and Mac OS, so you can have your Outlook emails saved to PDF on both Windows and Mac.
- Utility offers numerous naming conventions to help you in the better organization of your converted PDF files.
Frequently Asked Questions: – FAQs
Q1: Why save my Outlook emails as PDFs?
- Saving Outlook emails as PDFs makes it easy to share a copy while always maintaining data security and upholding the original formatting of your messages.
Q2: How to save a single outlook email as PDF?
- Open the email in Outlook; you can then click file, save as, save as type format as PDF, then save it in the destination of your preference.
Q3: How do I save Outlook a lot of emails as a PDF in one go?
- True! You can choose several emails, go to File, select print, and Microsoft Print to PDF. This then can be saved to all selected emails as one PDF file.
Q4: Are attachments included while saving my emails as PDFs?
- Attachments mostly need specialized software to export. You need that application like you would when converting emails along with their attachments in bulk using BitRecover PST to PDF Converter.
Q5: Will my email’s format be saved when saving it as a PDF?
- Yes, your email will save the original formatting-including text styles, images, and hyperlinks-in the PDF.
Q6: Is this software both Mac and Windows compatible?
- Yes, all the above discussed saving methods of Outlook emails into PDFs are compatible with both Windows and Mac operating systems.
Q7: My PST files are corrupted. What should I do?
- If your PST files are corrupted, you might want to try using the “Recovery Mode” option in some conversion tools to recover your information before saving it to a PDF.
Final Words
Saving important Outlook emails as PDF is really wise in terms of keeping records, sharing information, and data security. Some methods, using the “Save As” option or the “Print” feature. In this way you can print Outlook emails by preserving their formatting. For those who need to do mass conversion, or want to attach something with their emails, there is specialization software BitRecover PST to PDF Converter. You can now tackle your Outlook emails in PDF with no hassle.
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