How to Export Single or Multiple Outlook Emails to PDF with Attachments? – Know Here
Are you looking to save Outlook Email as PDF with attachments? If you are an Outlook user and for some reason you want to download Outlook email as PDF then read this guide as we have simplified it in simple steps. Here, we are going to discuss a complete procedure for how to convert Outlook email to PDF with attachments? So let’s get started!
Outlook is a highly popular desktop-based email client used by large numbers of individuals for personal and professional use. Generally, MS Outlook uses PST format (Personal Storage Table) on the local machine to save mailboxes. PST files are not accessible with any other application.
However, PDF is a universally compatible file format that can be accessed anytime and anywhere. Thus, to make the access of Outlook messages easy, users save Outlook Email as PDF file format. In this detailed guide, we have explained the complete procedure to easily and effortlessly download Outlook email as a PDF, whether you have Outlook 2021, 2019, 2016, 2010, or 2007.
Why Save Outlook Email as PDF File?
- Converting Outlook emails to PDF with attachments allows access to Outlook emails through multiple devices and platforms.
- If you download Outlook emails as PDF, you can make your Outlook emails portable, which can also be carried as a hard copy for legal documentation.
- Outlook emails saved in PDF format can be easily shared and viewed without the need of any specific application.
- PDF files preserve the actual format and layout of Outlook email data for future reference.
- It mitigates the risk of data loss or file corruption, which are associated with system updates or application changes.
Instant Solution to Download Outlook Email as PDF with Attachments
Get the most efficient solution to save Outlook Email as PDF with attachments. SysTools PST File Converter can efficiently convert Outlook email to PDF with attachments in bulk while preserving the format. It’s a time saver tool which eases the work of professionals like you and saves time. It works with both, Mac and Windows.
- Batch Export: Save multiple Outlook emails to PDF at once.
- Attachment Handling: Append, embed, or save attachments separately.
- Date & Category Filters: Export specific emails based on date range or category.
- PDF Layout Options: Adjust margins, paper size, add header/footer, etc.
- Bates Numbering: Add Bates numbers & date stamps for legal documentation.
- Available for: Download software according to your OS i.e. Windows or Mac OS.
Moreover, the tool helps to migrate selected items from the Category section within Advanced Settings including emails, calendars, contacts, notes, etc. It has a simple and user-friendly interface that even a novice user can save Outlook Email as PDF without facing any difficulty.
What Can You Save as A PDF from an Outlook Account?
Microsoft Outlook allows users to manage emails along with other elements like attachments, images, tasks, calendars, etc. Let’s understand:
- Email Messages (with formatting and inline images)
- Email Attachments (PDFs, Docs, Images, etc.)
- Calendar Events
- Contacts Information
- Tasks
- Notes
- Journals
How to Save Outlook Email as PDF Manually?
Microsoft Outlook allows users to choose the Microsoft Print to PDF option. This option will help you download your Outlook email and save it as a PDF file. It might seem confusing, but it is not. Follow the instructions listed below to convert Outlook email to PDF.
Steps to Save a Single Outlook Email as a PDF File
- Launch Microsoft Outlook and select an email message.
- Hit File from Header and choose Print, and click on the dropdown menu under the printer.
- Select the Microsoft Print to PDF option and hit Print.
- A new dialogue box will appear, name the PDF file, and browse path to save the PDF file.
- Outlook email is saved in PDF format. Navigate to the provided path and view.
Steps to Export Multiple Outlook Emails to PDF Format
- Open MS Outlook and select all email messages using the shift key.
- Click on File and then hit Print to save Outlook Email as a PDF format.
- Explore the drop-down menu under the printer and select Microsoft Print to PDF.
- Apply the Print Options as per requirement and hit Print.
- Browse location to save the output after converting Outlook emails to PDF format.
Limitations in Outlook Print Option
The user can follow above mentioned steps to save an Outlook email as a PDF file. But it has certain limitations in both cases. Some of them are listed here:
- No option to allow PDF formatting
- Cannot adjust paper size, margin, or border
- All emails need to be selected manually
- No option to apply a page number or a date stamp
- Not recommended for forensic purposes
Now question arises whether there is any solution available that can overcome all these limitations? Yes, SysTools developed an advanced utility to help users apply PDF settings while saving Outlook emails as PDF. Follow the mentioned instructions:
Advanced Tool to Convert Outlook Email to PDF with Attachments
Because of the mentioned all the above drawbacks, users and especially businesses prefer to use the automated solution provided by SysTools to save multiple Outlook Emails as PDF along with the attachments. This tool is capable enough to export all Outlook emails to PDF in batch without any risk or data loss.
Steps are different for Mac and Windows OS users. Choose the option according to your OS.
It also allows the user to export and print Outlook emails smoothly with just simple steps, without worrying about the size limit. Moreover, the tool is specially built for Outlook, which can convert Outlook emails into PDF and other multiple file formats.
Save Outlook Email as PDF – Guide for Windows OS Users
Step-1. Download, install, and launch the software to download Outlook email as PDF in Windows. Hit on Add File button from the home window.
Step-2. Choose the Select File or Search File option to load selective PST or Multiple PST files at a time.
Step-3. Preview emails and other Outlook PST file data within the software, and click on Export.
Step-4. Select PDF format and click on Advanced Settings to save Outlook Email as PDF with additional settings.
Step-5: You can select the required options:
- General Settings: Naming Convention, Category Selection, Date Range Selection, Include Message Header.
- Page Layout: Margin (Left, Right, Top, Bottom), Paper Orientation, Page Size, Add Anything in Header and Footer.
- Manage Attachments: Attachment on Pin, Append Attachment, Save Attachment.
- Bates Number: Bates Number Format (Prefix, Suffix, Start Number, Font, Number of Digits, Increment By, Font Size), Position (Top, Bottom), Date Stamp, and Date Format.
Step-5. Browse path to save the output PDF file and click on the Export button to download Outlook emails in PDF file.
Steps to Download Multiple Outlook Emails as PDF for Mac
Step-1. Run the tool to save Outlook emails as a PDF on Mac and add PST files.
Step-2. Choose PDF format from the Export options save Outlook Email as PDF file format.
Step-3. Click on Advanced Settings and apply PDF settings.
Step-4. Save output to the desired location and click on the Export button.
Author Suggestion
PDF is the standard file format used to save crucial data and can be easily accessed from anywhere without any trouble. Thus, everyone wants to know how to save Outlook Email as a PDF with attachments. But users face various problems while performing the conversion manually. After considering the user requirement, we have suggested a unique and effortless solution (automated tool) to download Outlook emails as a PDF file. It is one of the best solutions that helps to convert Outlook email to PDF with attachments.
Frequently Asked Questions
A. Do this easily without adding the emails in MS Outlook using the very efficient Hotmail Backup Tool. It directly downloads each Outlook.com email into PDF format in a single instance. So get all your Outlook.com emails in PDF using this efficient method. Download and perform the process right away.
A. To save Emails from Outlook in PDF, follow the steps below:
Step-1: Start the software and add one or more PST files.
Step-2: Preview Outlook emails with attachments.
Step-3: Choose PDF as the destination file type.
Step-4: Select Export to save Outlook email as PDF with attachments.
A. No, to save Outlook emails with attachments, you need to use Outlook to PDF Converter Software.
A. If you have to save Outlook Email as PDF in bulk, then you should choose the suggested software, as the manual technique will be time-consuming and tedious.
A. Yes, you can add both Page Margin and Page Number with the help of this application when you save Outlook email as PDF with attachments.