How to Save Outlook Emails as PDF Files: A Simple Guide

Ever needed to save important Outlook emails for easy access later or to share with someone? Converting them to PDF can be the perfect solution. Let’s dive into why saving your emails as PDFs is a good idea and explore the easiest ways to do it.

Why Save Outlook Emails as PDFs?

Emails are full of important information—whether it’s work correspondence, receipts, contracts, or personal messages. Saving them as PDF files can make life easier, especially when you need to refer back to them or share them with others. But why PDF?

What Is Microsoft Outlook?

Microsoft Outlook is a popular email service offered by Microsoft. You can use it on your desktop or through the web, and with an Office 365 subscription, you can access it as part of Outlook 365. It’s known for being reliable, secure, and easy to use, which is why so many people trust it with their communications.

When it comes to organizing or archiving important emails, Outlook is great. But storing those emails in a universally accessible format, like PDF, is even better.

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Why PDF Is the Best Option

While Outlook uses PST (Personal Storage Table) format for saving your emails, there are some clear benefits to converting your messages into PDF files:

1. Universally Compatible: PDFs can be opened on any device—laptops, desktops, smartphones, tablets—you name it. No need to worry about whether the recipient can open it or not.
2. Preserves Formatting: One of the best things about PDFs is that they maintain their formatting no matter where you open them. Your email will look exactly the same, whether on a PC or a phone.
3. Easy to Share: PDFs are lightweight and widely accepted. Sharing them is a breeze through email, cloud services, or other platforms.

Now that you know why PDF is a great choice, let’s walk through a couple of simple methods to convert your Outlook emails to PDF.

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How to Save Outlook Emails as PDFs: Step-by-Step

There are two easy ways to save your emails as PDF without needing any special software.

Method 1: Using the Print Feature in Outlook

1. Open Outlook on your computer.
2. Select the email you want to save as a PDF.
3. Click the File tab and select Print.
4. In the printer selection, choose Microsoft Print to PDF.
5. Choose where you want to save the PDF and click Save.

Method 2: Using Microsoft Word

1. Open Outlook and the email you want to save.
2. Go to the File tab and select Save As.
3. Save the email as an HTML file.
4. Open that HTML file in Microsoft Word.
5. In Word, go to File > Save As and select PDF as the file format.

These methods are straightforward if you’re dealing with a few emails, but they do have their limitations, especially if you have a lot of emails to save.

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Why Manual Methods Aren’t Perfect

While manual methods get the job done, they aren’t always the best choice for everyone. Here are a few things to keep in mind:

• Time-Consuming: Saving multiple emails one by one can take a lot of time, especially if your inbox is packed.
• Tricky for Beginners: If you’re not super familiar with Outlook, figuring out how to save emails manually can be frustrating.
• Incomplete Emails: Sometimes, the body of the email or attachments might not save correctly when using manual methods.

For those who need to save a lot of emails or are looking for a more efficient way to do this, there’s a faster alternative.

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The Best Solution: Use a PST to PDF Converter

If you’re looking for a quicker, easier solution to save a lot of Outlook emails as PDFs, you might want to consider using a tool like SoftMagnat PST File Converter. This software is specifically designed for converting PST files into PDF format (and other formats), making it a great option for people with large volumes of emails to process.

Why Use a Tool Like SoftMagnat?

• Saves Time: You can convert batches of emails at once, instead of one by one.
• Beginner-Friendly: The tool’s interface is simple and easy to use, even if you’re not super tech-savvy.
• Keeps Everything Intact: The software ensures that all your email content, including attachments, stays intact and is correctly formatted.

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Conclusion

Saving your Outlook emails as PDF is a great way to ensure they’re easily accessible, shareable, and preserved just as they are. While manual methods work fine for a few emails, they’re not ideal for large amounts. If you’re handling lots of important emails, investing in a tool like SoftMagnat PST Converter can save you time and ensure everything is stored securely and neatly.

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FAQs

1. Can I save multiple Outlook emails as PDFs at once?
   No, with the manual method, you can only save one email at a time. To save multiple emails simultaneously, you’ll need a third-party tool like SoftMagnat.
2. Will my attachments be saved when converting emails to PDF?
   Yes, if you’re using a PST converter tool like SoftMagnat. With manual methods, attachments may not always be included.
3. Can I save my Outlook emails to PDF without additional software?
   Yes, you can use Outlook’s built-in print function or Microsoft Word to save your emails as PDFs. However, this process can be slow if you need to save a lot of emails.
4. Does the formatting of the email change when saving as PDF?
   No, one of the great things about PDFs is that they keep the email’s formatting consistent across all devices and platforms.
5. What’s the easiest way to store a large number of Outlook emails?
   The best way to store many emails is to first back them up as PST files and then convert them to PDFs using a tool like SoftMagnat PST Converter.