How to Save An Email As A PDF on Outlook

Are you looking for a way to save your important emails as PDF files on Outlook? We understand that it is crucial to have your emails saved in a secure location, and convert the email into PDF format is one way of keeping them safe. This tutorial will guide you on how to save an email as a PDF on Outlook using different methods, focusing on what to consider before commencing the process, and how to fix possible issues that may cause errors during the conversion.

Video Tutorial:

What’s Needed

Before we dive into the different methods, here are a few things you will need to perform the conversion process:

  • MS Office installed on your system
  • Internet connectivity
  • The outlook email account
  • A printer

What Requires Your Focus?

When converting your email to PDF, keep in mind the following:

  • The content must be printable.
  • The email’s font size should be readable once it’s converted into PDF.
  • Ensure that the formatting of the email is consistent before the conversion process.

Different Methods to Save an Email as PDF on Outlook

Method 1: Using the Print Option

This method is a simple and quick way to save an email as a PDF using Outlook’s integrated print option. The following are the steps in this method:

Step 1: Launch Outlook on your computer and open the email you want to convert.

Step 2: Click on the "File" menu and select "Print."

Step 3: On the "Print" window, select the printer, but instead of printing, choose "Microsoft PDF" as the printer.

Step 4: You can change the name of the PDF file then select "Save" to start the conversion process.

Pros:
– This method is easy to use.
– It’s an inbuilt feature, thereby not requiring any third-party installations.
– It doesn’t take much time to complete the process.

Cons:
– It doesn’t work with all systems.
– The default Microsoft PDF printer can be limiting with its options.

Method 2: Using Adobe Acrobat

If you have Adobe Acrobat installed on your system, you can use it to convert your Outlook email to PDF in the following steps:

Step 1: Launch Outlook and select the email message you want to convert.

Step 2: Click on the "File" menu, hover the mouse cursor over "Export" then select "PDF."

Step 3: Select the desired format, which can be either a single page or multiple pages of the email, then click "OK."

Step 4: Choose the location where you want the PDF file to be saved, then click on "Save" to start the conversion process.

Pros:
– It provides additional features that come with Adobe Acrobat.
– Allows the conversion of multiple emails concurrently.
– Adobe allows the modification of the PDF file.

Cons:
– Requires Adobe Acrobat installation.
– It’s a bit complex to use and may take some time to finish if the email is long.

Method 3: Using a Third-Party Tool

Outlook doesn’t allow the direct conversion of emails to PDF format; thus, a third-party tool like a PDF printer is needed. There are many third-party tools like Bullzip and PDF24 that you can use to convert emails to PDF. The following are the steps to follow:

Step 1: Install and launch a PDF printer like Bullzip or PDF24.

Step 2: Open your email, click on "File," and click on "Print."

Step 3: On the Print window, select the PDF printer and click on Print.

Step 4: Save the PDF file by choosing the preferred destination.

Pros:
– The third-party tools offer additional features that can be useful.
– Allows the batch conversion of emails.
– The final product is a quality PDF file.
Cons:
– Requires installing third-party software.
– Most of these tools are not entirely free.

Why Can’t I Save An Email As A PDF On Outlook?

1. Incorrectly following the conversion steps.
Solution: Reread the tutorial and follow the conversion steps carefully.

2. Using an outdated version of MS Office.
Solution: Update MS Office to the latest version.

3. Trying to convert an attachment rather than the email itself.
Solution: Open the email and follow the conversion process.

Implications and Recommendations

Saving an email as a PDF on Outlook ensures that you have a secure backup of it. It allows you to store emails in accessible formats that are beneficial for sharing, archiving, and printing. In summary, here are some implications and recommendations of saving an email as a PDF on Outlook:

  • Ensure that the email is print-ready before the conversion.
  • Choose a secure location to save the PDF file.
  • Follow the conversion steps carefully to avoid errors.
  • Consider using a third-party tool if the default options don’t work for you.

5 FAQs about Saving an Email as a PDF on Outlook

Q1: What is the difference between using the print option and a third-party tool?

A: The print option is a built-in feature of Outlook, while the third-party tool requires installation. The third-party tool offers additional features that may not be present in the in-built feature.

Q2: Can I convert multiple emails to PDF in Outlook?

A: Yes, you can choose to convert multiple emails to PDF by following the steps mentioned in Method 2.

Q3: What is the purpose of saving an email as a PDF?

A: Saving an email as a PDF provides a secure backup that is accessible for both archiving and printing.

Q4: Can I convert an email that has a password?

A: No, you can only convert emails that do not have a password attached.

Q5: Do I need internet connectivity to convert an email to PDF?

A: No, internet connectivity isn’t a requirement to convert an email to PDF.

Final Words

Saving an email as a PDF on Outlook provides a secure way of archiving, sharing, and printing emails. This tutorial has provided various methods to convert emails to PDF in a few easy steps. We recommend following the methods provided and keeping in mind the things that require your focus to avoid any errors during the conversion process. Remember, saving an email as a PDF is advantageous, ensuring that your important emails are never lost.