How to Save Outlook Email in PDF Format? The Best Guide

What are the Reasons to Export Outlook Emails in PDF?

There are several compelling reasons to export Outlook emails to PDF:

1. PDFs are accessible on any device and operating system without the use of specialized software.
2. Once you’ve saved emails in PDF format, you can archive them for future reference without accessing your Outlook account.
3. It’s more convenient to send PDFs than email files. This method also ensures that attachments remain in their original form.
4. PDFs tend to be smaller in size compared to other formats and require less storage space to preserve the data.
5. Apart from that, you can encrypt and password-protect the PDF files so you can securely store the sensitive information.

How to Save Outlook Email in PDF Format?

Now we know Outlook emails to PDF conversion is an efficient way to backup, share information, or access it offline. There are a variety of ways you can save PST emails as PDFs, depending on what you need. Below are two of the finest ways to effectively convert your Outlook emails to PDF.

Manual Method to Convert Outlook Email Messages to PDF

The easiest way of converting PST to PDF is using the “Print” feature from your Outlook software. The application itself has a built-in capability that makes saving PST into PDF possible. Try the following step-by-step manual process to finish the saving:

1. First, download, install, and launch Microsoft Outlook on your default system.
2. Next, log in with your valid credentials.
3. Then, choose the email you would like to convert.
4. Next, proceed to the File section under the Info category.
5. Now, click on the Print option within the file panel.
6. After that, choose the Microsoft Print to PDF option from the available list.
7. Next, choose another feature within the Print Options tab.
8. Then, after setting the properties and features, click on the Print button.
9. Now, enter the desired location and name of the output files.
10. Lastly, click on the Save button to save the file.

Manual method to export Outlook emails in PDF typically doesn’t support bulk conversion. Thus, users need to convert emails one by one.

Limitations of Manual Method

The manual process to save Outlook emails as PDFs has several drawbacks:

1. It is a time-consuming process to convert every email manually into a PDF.
2. The manual method raises the likelihood of losing or saving emails in error.
3. Users may also need technical expertise to manage the conversion process effectively.

Due to these limitations, using specialized software to convert Outlook emails to PDF is often more efficient and reliable.

Simplest Way to Save Outlook Email in PDF Format

The Hotmail Backup Tool is used to export Outlook emails to PDF with attachments. It also provides instant and secure conversion compared to the traditional approach. The software is an ideal solution to export Outlook PST files to MBOX, PDF, MSG, Gmail, Thunderbird, Office 365, etc., in a snap. Additionally, no technical knowledge is needed to operate the software. The free Outlook PST file converter can also be used for an evaluation purpose and to convert the first 50 emails for free.

Step-by-Step Convert Outlook Email to PDF with Attachments

Here are the steps to help you understand how the tool works. Just follow them one by one:

1. First, download and install the Hotmail Backup Tool on your computer.
2. After that, enter your credentials to authenticate.
3. Here, preview all details and file in tree-like structure.
4. Next, browse or select the essential mailbox folders for conversion.
5. Here, from the dropdown list, select PDF file format to save.
6. After that, choose the optional feature of the software that you need.
7. Then, browse a destination on your local system to save a resultant file.
8. Lastly, click on the Convert button.

Conclusion

In this blog, we have explained the best ways to save Outlook email in PDF format. It contains both manual methods and an automated Hotmail Backup Tool. The manual process may have many disadvantages and risks as discussed, leading to data loss. Thus, we strongly suggest using professional software for a faster, more efficient, and secure data migration process.

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