How to Export Exchange Mailbox to PDF? Complete Guide

Summary: This article covers three effective methods to export Exchange mailbox to PDF with its benefits and drawbacks.

Microsoft Exchange Server is a centralized environment that stores business emails, attachments, calendars, contacts, and other mailbox data. But there are times when admin or users require emails on a more portable and widely acceptable format like PDF.

Also Read: How to Export Exchange Mailbox to EML?

Why Convert Exchange Emails to PDF?

There could be multiple reasons to export Exchange mailbox to PDF format. Go through these points:

• The main advantage is that you can open PDF files on almost any device without any permission required
• Users can retain the email records without connecting to the Exchange environment
• You can save important emails as PDF files to keep in the business records
• It is easy to refer back to physical copies, if required
• Individual emails or periods of time can also be retained and stored outside the mailbox in a separate area
• This is useful when you need to review or submit email content

Backup Exchange Mailbox to PDF – Points to Consider

Before you go ahead with the methods, ensure to follow these steps for a smooth process.

• Determine, how you want to add the email attachments, or save separately
• Make sure whether retaining the original Exchange mailbox folder hierarchy is required or not
• Use the month/date filters when you want only emails from a particular time
• Ensure that you have the right Exchange permissions as well as access to the destination network-share

Manual Approach to Export Exchange Mailbox to PDF

We will show you one possible method to convert Exchange Server emails to PDF. Follow the steps below:

#1. Print Exchange Server Emails to PDF Using Outlook

If the Exchange mailbox is configured in Outlook, then this method is very easy and simple for conversion.

1. Sign in to the Exchange mailbox and open Outlook
2. Next, open the email you want to convert
3. Choose Print from the email or File menu
4. Select Microsoft Print to PDF option
5. After that, click on Print
6. Now, choose the destination folder
7. Give a name to the PDF file
8. Click on Save button

Just save the email to a PDF file.

Limitations:

• This works for one-time conversions, but not when you want to process an entire mailbox
• When printing hundreds of emails, it can take considerable time to save each individual file manually
• It has less control over the exported data
• When you Print an email message to PDF, the attachments may not be included in that same PDF document

Ideal for: Converting selected individual Exchange mails.

Also, refer to our guide to export Exchange Mailbox to PST easily.

Directly Export Exchange Mailbox to PDF – Secure Method

If you are an administrator and want to convert Exchange Server emails to PDF in bulk, then use SysTools Exchange Exporter. It helps users to backup Exchange mailboxes to popular formats such as PST, MBOX, EML, PDF, & MSG. Additionally, it includes features like filtering for date, multi-user export, progress report with success and failed items.

Free Download Purchase Now

Main Features:

• It gives you direct export options for your Exchange mailboxes
• Software can process bulk data for multiple user accounts
• Users can export selective email based on dates
• Provides an end report in CSV for sharing purposes
• Easy to use dashboard for all kinds of users

Software Steps to Export Exchange Server Emails to PDF Format

1. Download and run the tool on your OS system.

2. Select Exchange as Source and PDF as Destination Platform.

3. On the same screen, under Workload selection, select whichever categories you want to export from Exchange.

4. This Date Range filter option allows you to Export mailbox data for a particular time period. Click on Next.

 

5. Fill in the entire information about the Exchange server.

• Then, you will need to enter the Admin Email, Password, & other information.

6. You will click on the Validate button to check whether the account has appropriate permissions.

7. After validating, the permissions will be granted to the source user. Click on Next.

8. After this, you have to verify the Destination folder path. This is where locally you would hold the mailbox items.

• First, ensure that your folder path is not longer than 20 characters.

9. Select the required permissions and click on Next.

 

10. Here are a few ways that you can add users from the source account to be processed on the users screen:

• Fetch Users – It will fetch users from the Source domain.
• Import Users – This is for importing users in CSV.
• Download Template – Download a compliant template to create CSV files.

11. Once it gets validated, click on the Start Export button to continue with the process to export Exchange mailbox to PDF.

12. Finally, click Download Report to generate the report.

Conclusion

There are multiple ways to export Exchange mailbox to PDF, but which one is best depends upon the data you need to manage. If you only need a few messages, the described manual method is an easy way to do it. However, if you need to backup Exchange Server emails to PDF in bulk, or across multiple users, opt for our dedicated solution. It gives you direct export options and saves time while following manual steps.