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How to save Outlook emails as PDFs

The PDF is probably the most useful file format for disseminating information.
By
August 3, 2022

Outlook is a widely used email program for office communication, popular for its scheduling and storage options. And with its small file size and universal compatibility, the PDF file format is probably the most useful file format for disseminating information. You can save a lot of storage space on your computer, consolidate many similar documents in the same file and, if you need to print hard copies, save paper and ink if you know how to save Outlook emails as PDFs. The way it’s done is slightly unusual, however, so follow these instructions closely.

Read more: How to save a webpage as a PDF file

QUICK ANSWER

To save an Outlook email as a PDF, first open Outlook. Then click on the email you want to save as a PDF and, in the File menu, click on Print. Choose Microsoft Print to PDF as your printer (or as your Destination on a Mac), and click on the large Print button. You will be asked to choose a destination folder and give the PDF a name. When you have this set, click Save and instead of printing, the email will be saved to a PDF file in the folder you indicated.


JUMP TO KEY SECTIONS

Saving an Outlook email as a PDF on a Windows PC

  • Open Outlook and click on the email you want to save as a PDF. Then click on the File menu.
  • In the File menu, click on Print.
  • In the Print menu, open the printer selection menu and choose Microsoft Print to PDF as your printer. Then click on the Print button.
Outlook Email to PDF Microsoft Print To PDF
Kevin Convery / Android Authority
Outlook will then bring up a window for you to decide on a folder location and a name for the PDF you are going to generate.
  • Once you give your PDF a file name and a location, click Save to create a PDF of the email in the folder you have specified. That’s all there is to saving an Outlook email as a PDF file.
  • Read more: How to send a PDF file to your Kindle device

    Saving an Outlook email as a PDF on a Mac

    • Open Outlook and click on the email you want to save as a PDF. Then click on the File menu.
    • In the File menu, click on Print.
    • In the Print menu, choose Save as PDF as the destination for the email. Then click on Print.
    • Outlook will ask you to give the PDF a name and a location on your system. When you have this decided, click on Save. Outlook will save the e-mail as a PDF in the folder you specified.

    FAQs

    Yes, there are PDF reader programs for every computer system, including Android and iOS mobile systems.

    Yes, the limit is 100MB per file.