How to Convert Emails to PDF Format in Bulk

Popular email clients like Outlook, Thunderbird, Gmail, and Apple Mail offer a convenient “Print to PDF” option. You can quickly access it using the Ctrl+P shortcut. So, you can save an email as a PDF, open it in Gmail, Outlook, or Apple Mail, then access the Print option from the menu or printer icon. Simply, you can press Ctrl+P, select “Save as PDF,” choose a file name and location, then click “Save.”

What if the “print to PDF” option mentioned earlier doesn’t work for you? Or if your email service provider doesn’t support saving emails as PDFs? In those situations, you can use the purpose-built application DRS Softech Webmail Backup Software to convert email to PDF.  

Benefits of Using PDF Format for Email Records

Here are some of the major significance of the PDF format for managing your emails

• PDF works across all platforms. Any device can open a PDF without extra software.
• PDF retains original layout, attachments, and metadata. This ensures no data loss.
• Along with that, you can use PDF indexes and metadata tags to find emails easily.
• Legal and corporate rules often require PDF archives. PDFs serve as official records.

Altogether, these benefits demonstrate why PDF is the preferred format for structured, secure, and efficient email management.

How to Convert Email to PDF Manually

Many popular email platforms come with a built-in option to download or print emails as PDF files. If you need to save individual emails, you can use this built-in option to accomplish the task. Here’s how you can easily save an email as a PDF in Gmail, Thunderbird, Outlook, Yahoo Mail, and Apple Mail.

Using MS Outlook

• Open Outlook and select the email you want to convert.

• Then, click the File menu and choose Print from the left panel.

• In the printer options, select Microsoft Print to PDF.

• Click Print, then choose the location where you want to save the file.

• To save an email as a PDF, enter a file name and click Save.

Using Gmail 

Gmail provides a simple way to do this directly from your inbox. Follow these quick steps to convert Gmail email to PDF:

• Firstly, navigate to Gmail and open the email you want to save.

• Click the three-dot menu (More options) at the top-right corner of the email.

• Now, select Print from the dropdown (or press Ctrl+P).

• In the Print window, choose Save as PDF as the destination/printer.

• To convert email to PDF, click Save, then pick the location on your computer.
• Lastly, name the file and confirm to save the email as a PDF.

Alternative way to Download Gmail Email as a PDF

• Again, open your Gmail account.
• Find and open the email you wish to download.
• Click the three-dot menu located at the top-right corner of the email.
• Then, choose Download message.

These steps save your email as a .eml file, a plain text format. Then, you can use the EML to PDF Converter to turn email into PDF. 

Using Apple Mail

If you need to save an email as a PDF on your Mac or iPhone, you can proceed with the given steps. Here’s how you can easily convert emails to PDF using Apple Mail.

• Open the Mail app on your Mac and select the email you want to save.
• Now, move and click on File in the top menu bar.
• Choose Export as PDF from the drop-down menu.
• A new window will pop up, select the destination folder.
• Lastly, enter a file name accordingly and click Save.

Additional Tips: You can also use Command + P to open the Print dialog and then select Save as PDF from the bottom-left corner.

Using Yahoo Mail

• First of all, go to the browser and log in to your Yahoo Mail account.

• After the successful login, open the email you want to save.

• Now, you can see the Print option on that specific email on your PC. 

• Click Print >> Save as PDF>>Click Save and download your Yahoo mail as a PDF. 

Using Thunderbird

• In Thunderbird, install the “ImportExportTools NG” extension.
• Then, select one or more messages in your Thunderbird mailbox.
• Right-click and choose “Save selected messages as PDF format.”
• After that, name the files and pick a folder to save that file. 
• You have to repeat this process for each mailbox folder.

Note: Although this option lacks batch support, or might not preserve attachments and metadata consistently. 

All-in-One Solution to Convert Multiple Emails to PDF

If the “print to PDF” option doesn’t work or your email provider doesn’t offer a way to save emails as PDFs, don’t worry. You can still download your emails directly. In that case, users generally switch to the DRS Softech Webmail Backup Software to save an email as a PDF within their preferred email client. You can perform direct PDF conversions with attachments, filters, and structured output, all in just a few clicks. With this utility, you can name files by sender, date, or subject. Also, apply filters to skip unwanted emails. Its wide range of features, combined with an intuitive interface, makes it a valuable tool for both personal and professional use.

Top Features That Simplify Bulk Email to PDF Conversion

• Multiple Webmail Support: This software connects with popular email services like Gmail, Outlook, Yahoo Mail, Zoho Mail, and AOL. 
• Direct PDF Export: You can choose PDF as the output format. As a result, all selected emails convert into PDF files in a single operation.
• Batch Conversion: Instead of exporting messages one by one, it processes thousands of emails at once. Therefore, it saves you significant time.
• Attachment Preservation: Each email’s attachments remain linked or embedded in the resulting PDF. Consequently, you won’t lose any important files or images.
• Folder Hierarchy Maintenance: The original folder structure from your webmail account is reproduced in the output. Thus, you can easily navigate through archived emails just as you did online.
• Server-Space Management: If you choose, this utility can delete emails from the server after backing them up. Consequently, you free up storage on your webmail account without losing data locally.
• Detailed Log Reports:  After conversion, you receive a log showing which emails were successfully processed. As a result, you can verify that all intended messages became PDFs.

Additional Tips: If you need to switch accounts? Learn how to transfer CenturyLink Email to Gmail.

Conclusion

In this blog, we covered both manual and automated methods to convert email to PDF format. You also saw how to save emails as PDFs in Outlook, Thunderbird, and Apple Mail. Plus, we shared an easy way to convert many emails at once using a tool. This method keeps your attachments and folder structure the same. Now, you have a simple and reliable way to turn your emails into well-organized PDF files without losing any data or wasting time. This utility is designed to cater to both individual users and enterprises to simplify the process with ease. 

Frequently Asked Questions