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How To Save Outlook Email Messages as PDF Document Files

Saving Outlook email messages as PDF (Portable Document Format) files can be very useful for record keeping, sharing information, and more. PDF files preserve the original formatting of emails, allow easy printing and portability across devices and operating systems.

Based on my 10+ years of experience using Outlook and PDF software, here is a detailed guide on the various methods to save Outlook emails as PDFs on both Windows and Mac machines.

Why Save Emails as PDFs

Here are some of the benefits of saving Outlook emails as PDF files:

  • Preserves Original Formatting: PDF conversion maintains fonts, colors, layouts, attachments etc. as in the original email. This ensures consistency in look when viewing the PDF file later.
  • Easy Sharing: PDF files can be easily shared with others without worrying about compatibility issues across different devices and operating systems.
  • Compact File Size: PDF files are generally smaller in size compared to Outlook data files or paper printouts. This makes storing and sharing the files easier.
  • Security: PDFs can be password protected and encrypted to prevent unauthorized access. This secures sensitive information contained in emails.
  • Printing: PDF files can be easily printed with proper pagination and formatting. This makes maintaining paper copies convenient.
  • Portability: PDF files can be easily viewed on any desktop, laptop, tablets or even smartphones with PDF reader apps. The files and information remains accessible from anywhere.

Methods to Save Emails as PDFs

Using Print to PDF Option (Windows 10/11)

The easiest way is to use the built-in Microsoft Print to PDF option in Windows 10 and 11:

  • Open the email you want to save as PDF in Outlook.
  • Click File > Print (or press CTRL+P).
  • In the print window, select Microsoft Print to PDF as the printer.
  • Click Print. This will generate the PDF file.
  • Select location and filename when prompted to save the PDF file.

Using Microsoft Office PDF Converter (Office 2007+)

If you have Microsoft Office 2007 or above installed, you can use the Microsoft Office PDF converter add-in:

  • Make sure the add-in is enabled in Office (Acrobat tab should appear in ribbon)
  • Open the email in Outlook and click Acrobat > Create PDF
  • Select location and filename when prompted to save the PDF

Using Adobe Acrobat PDFMaker (Windows/Mac)

If you have Adobe Acrobat available, you can use the PDFMaker add-in for Outlook:

  • Open the email in Outlook
  • Click Convert to Adobe PDF icon in the ribbon
  • Select location and filename when prompted to save the PDF

This method has more advanced PDF features like adding password protection, optimizing for web viewing etc.

Save Email as File, Then Convert to PDF (All Versions)

On older Windows versions, or for more flexibility:

  • Open the email and click File > Save As
  • Save the email in EML format on your computer
  • Use any PDF printer or converter software to convert the EML file to PDF

Print Email as PDF (Mac Users)

MacOS has built-in support to save any document as PDF via the print dialog:

  • In Outlook, open the email and click File > Print
  • In the print window, select PDF > Save as PDF
  • Choose location and filename to save the PDF

This method works directly within Outlook to convert emails to PDF without needing any extra software.

Save Multiple Emails as PDF

To save multiple Outlook emails into a single PDF or individual PDFs:

  • Select all emails you want to convert (use Shift/Ctrl click)
  • Follow any of the above methods to save selected emails as PDF
  • Choose append option when prompted to append emails into single PDF

Alternatively, use third-party tools like Adobe Acrobat Pro DC to efficiently merge multiple emails/files into a single PDF document.

Conclusion

I hope this detailed guide gives you a good overview of the various methods to save Outlook emails as PDF files on Windows and Mac machines. Do let me know if you need any help or have any doubts! I have over 10 years experience using Outlook, Adobe Acrobat and other PDF software, so would be happy to assist you further or answer any queries you may have related to this topic.

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