How to Save an Outlook Email as PDF: Step-by-Step Guide

Do you need to save important emails? Learning How to Save an Outlook Email as PDF helps you keep records forever. This guide shows you easy ways to do it.

Why Save Emails as PDF Files?

PDF files keep your emails safe. Here are the main reasons:

• Keep records for work
• Save legal proof
• Share emails easily
• Back up important messages
• Print clean copies
• Store files safely

Method 1: How to Save an Outlook Email as PDF on Windows

This is the easiest way. Windows has a built-in PDF maker.

Simple Steps:

1. Open Outlook on your computer
2. Click the email you want to save
3. Press File at the top
4. Click Print (or press Ctrl + P)
5. Pick “Microsoft Print to PDF”
6. Click Print
7. Choose where to save the file
8. Type a name for your PDF
9. Click Save

Your email is now a PDF file.

Why This Works Well:

• No extra software needed
• Works on all Windows computers
• Very fast to do
• Keeps text and pictures

Method 2: Save Email as PDF in Web Outlook

Using Outlook online? Here’s how to do it:

Easy Steps:

1. Go to Outlook.com in your browser
2. Sign in to your account
3. Open the email you want
4. Click the three dots (…) at the top right
5. Pick Print
6. Choose “Save as PDF” as printer
7. Click Print
8. Pick where to save
9. Name your file
10. Click Save

Good to Know:

• Works in any web browser
• Needs internet connection
• Looks slightly different than desktop

Method 3: How to Save an Outlook Email as PDF on Mac

Mac users have an easy option:

Mac Steps:

1. Open Outlook for Mac
2. Pick your email
3. Click File in the menu
4. Choose Print
5. Click PDF button
6. Pick “Save as PDF”
7. Choose location
8. Name the file
9. Click Save

Done! Your email is now a PDF.

Method 4: Save Multiple Emails at Once

Want to save many emails? Here’s how:

For Old Outlook:

1. Hold Shift and click emails in a row
2. Hold Ctrl and click single emails
3. Right-click on selected emails
4. Pick Print
5. Choose PDF printer
6. Click Print

For New Outlook:

• Save one email at a time
• New version doesn’t allow multiple saves
• Use third-party tools for bulk saving

Method 5: Include Email Attachments

Normal PDF saving doesn’t include attachments. Here’s the fix:

Steps to Keep Attachments:

1. Download attachments first
2. Save email as PDF using Method 1
3. Combine files using PDF tools
4. Make one complete document

Other Options:

• Use special email software
• Save as different file types first
• Try PDF merge tools

Method 6: Save on Mobile Phones

Android Phones:

1. Open Outlook app
2. Tap the email
3. Tap three dots menu
4. Choose Print
5. Pick “Save as PDF”
6. Choose save spot

iPhone Steps:

1. Open Outlook app
2. Select email
3. Tap share button
4. Pick Print
5. Zoom in on preview
6. Tap share again
7. Save to Files

Fix Common Problems

Problem: PDF Looks Bad

Easy Fixes:

• Check print settings first
• Use better quality options
• Try different method
• Make sure email looks good first

Problem: Missing Attachments

Quick Solutions:

• Download files separately
• Use special software
• Save attachments first
• Try email export tools

Problem: Wrong Format

Simple Fixes:

• Check email before printing
• Change print size settings
• Use web version instead
• Edit PDF after making it

Best Tips for Saving Emails

Name Your Files Well:

• Use dates (2025-08-21)
• Add sender name
• Write short description
• Keep names consistent

Keep Files Organized:

• Make folders by date
• Sort by project
• Use clear names
• Back up regularly

Check Your Work:

• Open PDF after saving
• Make sure all content shows
• Verify links work
• Check attachments saved

Different Outlook Versions

Outlook 2019/2021:

• Full PDF features work
• Good formatting kept
• Handles all email types

Outlook 365:

• Cloud features available
• Gets regular updates
• Works with OneDrive

New Outlook:

• Cannot save multiple emails
• Simpler design
• Still being improved

Tools That Help

Sometimes you need extra software:

Popular Options:

• Adobe Acrobat – Professional tool
• PDFCreator – Free option
• Email converters – Special programs
• Outlook add-ins – Extra features

When to Use These:

• Save many emails at once
• Need better formatting
• Want to keep attachments
• Do this often

Keep Your PDFs Safe

Storage Ideas:

• Save to cloud storage
• Keep multiple copies
• Use secure folders
• Make regular backups

Cloud Options:

• OneDrive
• Google Drive
• Dropbox
• iCloud

Make PDFs Better

After creating PDFs, you can:

• Add passwords
• Include watermarks
• Make searchable
• Reduce file size
• Add digital signatures
• Set viewing limits

Legal Use Tips

For business or legal use:

Important Points:

• Keep original dates
• Save email headers
• Document how you made it
• Store securely
• Follow company rules
• Meet legal requirements

Compare Methods

Print to PDF:

Good:

• Built into computer
• Very fast
• No cost

Bad:

• No attachments
• Basic formatting
• One email only

Special Software:

Good:

• More features
• Save many at once
• Better formatting
• Includes attachments

Bad:

• Costs money
• Takes time to learn
• Need extra software

File Naming Examples

Good file names help you find emails later:

• 2025-08-21_Boss_Meeting-Notes.pdf
• 2025-08-21_HR_New-Policy.pdf
• 2025-08-21_Client_Contract.pdf

Quick Checklist

Before saving emails as PDF:

• Email displays correctly
• All content visible
• Attachments downloaded
• Good file name ready
• Save location chosen
• Method selected

Common Questions

Can old Windows save PDFs?

Old Windows needs extra software. Save as HTML first, then convert to PDF.

Do PDFs keep email formatting?

Yes, most formatting stays. Some special effects might change.

Can I add passwords?

Yes, most PDF tools let you add passwords for security.

What about email signatures?

Email signatures usually save with the PDF. Check your result to be sure.

Mobile Tips

For Better Mobile PDFs:

• Use landscape mode
• Check preview before saving
• Adjust text size if needed
• Test on different devices

Mobile Limits:

• Smaller screens harder to check
• Some features missing
• File management different
• Internet needed for web version

Troubleshoot Mobile Issues

Android Problems:

• PDF not saving – Check storage space
• Bad quality – Try different app
• Missing content – Use desktop version

iPhone Problems:

• Cannot find PDF – Check Files app
• Print not working – Restart app
• Poor formatting – Try web version

Advanced Tips

For Power Users:

• Create email templates
• Set up automatic naming
• Use batch processing
• Integrate with document systems

Automation Ideas:

• Save important emails automatically
• Sort by sender or subject
• Schedule regular backups
• Use email rules for sorting

Future Changes

Email to PDF conversion keeps getting better:

• Better mobile support
• Faster processing
• More attachment options
• Better formatting
• Cloud integration
• Security improvements

Conclusion

Saving Outlook emails as PDF is easy with these simple methods. Use the print-to-PDF feature for quick saves. Try web Outlook for online access. Mobile apps work great too. Start with basic methods first. Practice on test emails. Keep files organized with good names. Back up your PDFs in multiple places. Your important emails stay safe forever as PDF files.