Convert Outlook Email to PDF Format: One Click Solution

Why Export Outlook Emails to PDF?

• PDF files cannot be easily edited, which makes them trusted in legal situations.
• Many industries, such as banking, healthcare, and HR, must keep email records for years.
• PDF means the other person can open it on any phone, tablet, or computer without needing an email client.
• Also, Offline Access, PDFs do not need an internet connection or a mail server.

PST vs PDF — What Is the Difference Here?

How to Convert Outlook Email to PDF Manually

If you only need to save a few emails, Outlook provides a built-in option to print emails as a PDF. Here is how you can perform it:

Method 01: Save Outlook Email as PDF Using Print Feature

• Firstly, open Microsoft Outlook.
• Select the email you want to convert.
• After that, click File and then Print.
• Under Printer options, select Microsoft Print to PDF. Click Print.
• Choose a destination folder.
• Lastly, enter a file name and click Save.

Method 02: Convert Outlook Email to PDF Through Browser

• First, sign in to your Outlook account.
• Open the desired email.
• Click the three-dot menu. Select Print.
• Choose Save as PDF from the printer options.
• In the end, save the PDF file.

Limitations of the Manual Methods

• One email must be converted at a time.
• This method is not suitable for large mailboxes.
• Attachments are not included separately.
• Time-consuming for bulk conversion.
• Folder hierarchy cannot be preserved.
• Risk of missing important emails during manual selection.

Professional Tool to Convert Outlook Email to PDF

For a bulk conversion, you can use the reliable DRS Softech PST to PDF Converter. This tool is specifically designed to convert a single or multiple PST files at once. It preserves the original email formatting, structure, and metadata during the entire conversion. It helps to convert PST files to CSV and other formats. Simple interface, which means every user can easily use it. No technical skill is required. Apart from that, you can download the demo version of this tool to understand its features.

Simple Steps to Convert Outlook Message to PDF

1. Download and install the DRS Softech PST File Converter.
2. Now, add your single or multiple PST files. Click Next.
3. Then, preview and select the PST files to convert.
4. Choose PDF as the Saving Format from the given list.
5. Lastly, apply advanced features and press Convert.

How the DRS Softech PST to PDF Tool Helped Users

Use Case 1: HR Team Managing Employee Records

An HR manager needed to collect emails related to a former employee for legal review. Instead of manually saving thousands of emails. She used the DRS Softech PST to PDF Tool to filter the required data and convert it to PDF within an hour.

Use Case 2: Freelancer Sharing Project Approvals

A freelance marketer wanted to show email approvals from previous clients. Using the tool, he converted important email conversations into PDF files and shared them as professional project documentation.

Use Case 3: IT Administrator Archiving Old Mailboxes

Before removing an employee’s mailbox, an IT administrator archived years of email data by converting the PST file into PDF documents. If contacts also need to be preserved, users can convert Outlook PST to VCF and save contact information separately.

Use Case 4: Business Owner Preparing for an Audit

A business owner was asked to provide vendor-related email records during a financial audit. By using the search and filter options, she quickly converted only the required emails to PDF, saving hours of manual work.

Conclusion

In this technical blog post, we explored several methods to convert Outlook emails to PDF. The manual method is only used to convert a single PST file. Also, it has several limitations. That’s why it’s best to use the professional tool. It supports bulk conversion with multiple advanced features. You can download the demo version of this tool to understand its features and functions.

Frequently Asked Questions