How to Save Outlook Email as PDF: Complete Methods for All Devices

Saving Outlook emails as PDF files makes it a lot easier to keep permanent records, share messages, or archive correspondence for legal and business needs. You can convert any Outlook email to PDF by using the built-in “Print to PDF” feature, which works across all versions of Outlook including the desktop app, web version, and mobile applications.

The process does differ a bit depending on your Outlook version, but the basic idea is pretty much the same everywhere. Modern Outlook makes this conversion easy with integrated PDF saving options, while older versions need a simple workaround via HTML conversion.

If you need to save a single email, a bunch of messages, or include attachments, knowing the right method for your Outlook version will save you hassle. Converting Outlook emails to PDF format helps maintain formatting, keeps things searchable, and gives you a solid backup for critical communications.

Key Takeaways

• Use “Print to PDF” in modern Outlook, or convert to HTML first in older versions for reliable email-to-PDF conversion.
• Multiple emails can be combined into one PDF using batch printing in the classic Outlook desktop app.
• Attachments need the “Print attached files” option enabled, plus PDF set as your default printer for automatic inclusion.

Step-by-Step Guide to Saving Outlook Emails as PDF

Converting Outlook emails to PDF format? The method depends on your platform and Outlook version. Microsoft Print to PDF is the easiest solution on Windows, but Mac and mobile users have to take a slightly different route.

Saving a Single Email as PDF Using Microsoft Print to PDF

Open the email you want to convert, then hit Ctrl + P to pull up the print menu. Pick Microsoft Print to PDF from the printer list.

Click the Print Options button if you want to tweak settings like page range or layout. Maybe you only want a certain page? That’s the spot. For more formatting, go to Page Setup to adjust orientation, fonts, or headers.

When you’re ready, hit Print. A dialog pops up so you can name your PDF and pick where to save it. By default, it uses the email subject, but you can change it to whatever you want.

After saving, check your folder to make sure the conversion worked. This method works great on Windows 10 and 11 with Outlook 2010 or newer.

Printing to PDF on Classic Outlook and New Outlook

Classic Outlook makes you go through the File menu to get to print options, since PDF isn’t in the regular “Save As” choices. Click File then Print, or just hit Ctrl + P for speed.

New Outlook is a bit smoother—look for the Print button on the toolbar, or hit the three dots for More Options if you don’t see it right away.

Both versions pop up a print preview, and you’ll pick Save as PDF from the destination. The new Outlook and web app have better settings for layout and margins.

Click More Settings in the preview to adjust paper size, scale, or margins before you save.

Saving PDF Files in Outlook Web App

Open the email, then click the three dots (ellipsis) in the upper right. Choose Print from the dropdown.

Your browser opens a print preview window. Switch the Printer dropdown to Microsoft Print to PDF.

The web app works much like desktop, though the interface looks a bit different. Click Print to start the PDF creation.

Your browser asks where to save and what to call the file. The PDF keeps the original email formatting, including images and basic styles.

Converting Outlook Emails to PDF on Mac, iOS, and Android

Mac users: Open the email, hit File then Print. Click the PDF dropdown at the bottom-left, and choose Save as PDF.

iOS devices: Open the email, tap the reply arrow, then pick Print. Use pinch-to-zoom on the preview to bring up the share button, which lets you save as PDF.

Android: Tap the three dots in the email, then Print. Pick Save as PDF from the printer menu, and choose your storage location.

On mobile, you might need extra apps for more PDF features, but built-in print-to-PDF covers the basics just fine.

Saving Multiple Outlook Emails as PDF

Need to convert a batch of emails? It’s a huge time-saver and helps keep things organized for projects or archiving. You can merge them into one PDF or export each as its own file.

Combining Multiple Emails into One PDF

With classic Outlook desktop, you can combine several emails into one PDF pretty easily. Hold Ctrl and click to select emails, or use Shift for a range.

Once you’ve picked your emails, press Ctrl + P or go to File > Print. Select Microsoft Print to PDF and hit Print. Name your PDF and pick where to save.

This only works in Outlook 2010 or newer on Windows 10/11. The emails get merged into one PDF in order, keeping their original look.

Heads up: The new Outlook app and web version don’t support this multi-email combine feature—just the classic desktop app.

Exporting Multiple Emails as Individual PDFs

If you want each email as its own PDF, you’ll need to do them one at a time in most Outlook versions. Select an email and use Print to PDF via File > Print > Microsoft Print to PDF.

For the new Outlook and web, open each email and click Print on the toolbar. If you don’t see it, hit the three dots for More options and choose Print. Then pick Save as PDF in the print preview.

This way, each PDF keeps the subject as its filename, which helps for sorting.

Pro tip: Set up a folder structure first to keep everything tidy as you save.

Using PDF Add-ins and Professional Tools

Third-party tools offer more power for bulk email conversion to PDF. You get batch processing, custom naming, and better handling of attachments.

These converters can process whole mailboxes, keep formatting consistent, and preserve metadata. Many let you schedule regular backups and support different output formats.

Handy features:

• Automatic folder creation
• Custom naming templates
• Attachment options
• Bulk mailbox processing
• Advanced filters

These are a lifesaver for organizations needing regular archiving, legal documentation, or compliance. Manual work just isn’t practical at scale.

Including Attachments When Saving Outlook Emails as PDF

Attachments add a layer of complexity to Outlook-to-PDF conversions. Your options depend on Outlook version and what you want the end result to look like.

Manually Saving Attachments Alongside Emails

The manual way: save your email and attachments as separate files. First, save the email as PDF using the print to PDF method. Open the email, go to File > Print, and pick Microsoft Print to PDF.

For attachments, right-click each one and choose Save As. Put them in the same folder as your PDF.

This works in all Outlook versions, including web and new Outlook. It’s a bit slow for lots of attachments, but you control where everything goes. If you want, convert attachments to PDF separately.

It’s compatible everywhere, but you’ll have multiple files rather than one tidy document.

Embedding Attachments Within PDF Files

Classic Outlook desktop lets you print attachments along with the email. This creates separate PDFs for each attachment while converting the email itself.

First, set Microsoft Print to PDF as your default printer under Windows Settings > Bluetooth & devices > Printers & scanners. Open the email with attachments and press Ctrl + P.

Click Print Options and check Print attached files. This tells Outlook to handle attachments during printing. When prompted, choose Open (not Save) for attachments.

That way, Outlook converts the email and attachments to PDF automatically. Each file gets its own PDF in your chosen folder.

This only works in classic Outlook desktop. The new Outlook and web versions don’t do direct attachment printing.

Automated PDF Creation with Attachments

Some third-party tools and add-ins can automate the whole process, attachments and all. These solutions handle batches of emails and keep attachments linked.

Professional PDF converters can scan Outlook folders and convert entire threads—attachments included—into organized PDF collections. Some will even embed attachments into the same PDF as extra pages.

Why bother with automation?

• Process tons of emails at once
• Keep folder structure intact
• Preserve metadata and timestamps
• Handle all sorts of attachment types

Many let you schedule backups, watching folders and converting new emails as they arrive.

Specialized tools for converting Outlook emails to PDF usually offer free trials. If you’ve got serious archiving needs, they’re worth a look.

Automating the Process of Saving Outlook Emails as PDF

Microsoft Power Automate brings cloud-based automation for email-to-PDF conversion. Third-party utilities and scripting can handle batch processing for those massive email archives.

Using Power Automate for Automatic PDF Conversion

Power Automate lets you set up automated workflows that convert Outlook emails to PDF automatically. No more dragging and dropping files—just configure a trigger and let it handle new emails as they arrive.

You can target specific folders or apply rules so only certain emails get converted. It works with both new Outlook and the classic version, thanks to cloud integration.

Set your workflow to keep an eye on your mailbox. When an email matches your criteria, it spins up a PDF based on whatever rules you’ve set.

Key Power Automate features for email automation:

• Email triggers: Conversion starts the moment an email lands in your inbox
• Content filtering: Only process emails that fit your chosen criteria
• File naming: Dynamic names pulled from email details
• Storage integration: Save PDFs straight to OneDrive, SharePoint, or wherever you keep your files

Attachments? Power Automate can include them in the PDF or save them separately—it’s up to you. It does a pretty good job of keeping the original email formatting and structure intact during conversion.

Scripting and Third-Party Utilities for Batch Export

If you want more muscle, third-party add-ins can automate even more. The AssistMyTeam Email to PDF add-in is a good example—it grabs incoming emails and attachments in Outlook and exports them to PDF.

These tools give you a bunch of output options. Generate separate PDFs for emails and attachments, merge everything into one PDF, or create portfolios with embedded originals.

Advanced automation features include:

• Folder monitoring: Watches your chosen Outlook folders around the clock
• Batch processing: Convert hundreds of emails in one go
• Custom file naming: Organize PDFs using metadata from each email
• Multiple format support: Handles just about any attachment type

VBA scripting is another route if you need something more custom. Scripts can process emails based on all sorts of rules, organize output files into tidy folders, and even hook into your document management system.

If you’re looking for flexible methods, these conversion approaches work for personal archiving or serious business use.

Best Practices and Troubleshooting Tips

Successfully converting Outlook emails to PDF isn’t always plug-and-play. You’ll want to choose the right Outlook version, keep formatting intact, and think about security if your emails are sensitive.

Choosing the Right Outlook Version and Tools

Not all Outlook versions are created equal for PDF conversion. The classic desktop app offers the most robust features for saving emails as PDF files, like combining multiple emails into one document.

Classic Outlook (2010 or newer) is your best bet for more complex tasks. You can select multiple emails and convert them all at once using Print to PDF. Want attachments included? Enable the “Print attached files” option.

New Outlook and Web versions are more limited. They’re fine for converting single emails, but you can’t batch convert or handle attachments automatically.

If you’re stuck with an older version or running Windows before 10, you’ll need to save emails as HTML first, then convert to PDF using Word or another app.

Preserving Email Formatting and Metadata

Formatting matters. If you want your PDFs to look professional and stay readable, check your email layout before converting.

Page orientation settings can make a difference. Tweak these in Print Options or Page Setup—sometimes landscape just works better for long threads.

Font and image quality sometimes take a hit during conversion. Always check the print preview to make sure text is crisp and images aren’t blurry. If things look off, try adjusting print quality settings.

Metadata like sender info, timestamps, and reply chains usually carry over automatically. Embedded links, though, might not work in the PDF—test important ones after conversion just to be sure.

Attachment handling can get tricky. If you use “Print attached files,” each attachment ends up as its own PDF, not embedded in the main document. That’s just how Outlook does it, for better or worse.

Ensuring PDF Compatibility and Security

PDF security is all about keeping sensitive email content away from prying eyes. Most of the time, converting emails from Outlook to PDF just gives you a regular file—no password, no locks.

File naming conventions come in handy for sorting and finding your emails later. It’s smart to use names that mention dates, senders, or maybe a project. Just steer clear of funky symbols; they can mess things up on some systems.

Storage location planning is worth thinking about. Put your converted emails in their own folders, and try to stick to a naming habit that makes sense for you.

Compatibility testing—honestly, it’s easy to forget, but it’s a lifesaver. Open your PDFs on different devices or with various PDF readers to make sure nothing’s weird, especially if you’re sending them to people who use different setups.

If you’ve got emails that are extra sensitive, it might be worth checking out third-party PDF tools that let you lock things down with encryption or passwords after you’ve done the Outlook conversion. That extra layer can make a real difference for confidential stuff.