Summary: This blog will guide users on different ways to save Office 365 emails as PDF format. Firstly, we will see the reasons behind and how we can do it professionally in order to export emails in bulk.

This is required for users when they want to save their important information apart from the Microsoft 365 email account. If you have files in PDF format, then you can share, print, and archive without even opening the original email account folder. Yet, the most suitable way depends on the number of emails you have. If you have only a few emails, then go for the manual process. But, when it comes to thousands of emails, then opt for our professional solution which you will get to know moving forward.

Read About: How to Export Office 365 to EML?

Table of Contents Hide
  1. Reasons to Convert Office 365 Emails
  2. Try Manual Method
  3. Using Built-in Print Option
  4. Expert Solution to Save Office 365 Emails as PDF
  5. Follow Tool Steps
  6. End Note

Why to Convert Office 365 Emails to PDF?

There are many reasons to save Office 365 emails as PDF files. It stores data in the cloud which becomes easy for day-to-day communication. Let’s read all those factors given below:

  • To store key business discussions as part of the record
  • If you want to forward emails to clients, or for legal paper work
  • Making secure backup copies of your important communications
  • For archiving emails for documentation purposes
  • Organizing communications related to projects apart from the inbox
  • Saving emails in a common document file format
  • Users want to export specific emails before moving the entire mailbox
  • Using PDF formats, it gives the portable version of an email which can be opened on any computer

How to Save Office 365 Emails as PDF Manually?

There is only one manual method which you can use to convert Office 365 emails to PDF.

#1. Using Built-in Print Option

In case you just have to export a few emails, then you can take advantage of the print option that exists within Outlook or Microsoft 365.

  • Firstly, log in to Outlook web application using your Microsoft 365 credentials
  • Next, navigate to the specified folder and select the mail which you want to convert
  • Now, go for the Print Option
  • There you will find the Print dialog box, you should select any of the options that allow you to export a PDF file, such as Microsoft Print to PDF
  • You can also select the desired page or layout option
  • Choose a destination folder and enter a filename before you save Office 365 emails as PDF

This approach is easy and simple for an individual mail. But doing the same for many emails, it becomes very difficult.

Limitations of Using Manual Method

If you are doing manual printing to PDF, then it is good for a small number of emails, but not for large mailboxes.

  • You need to repeat the same process for every emails
  • It requires manual effort for exporting hundreds of messages
  • Difficult to select messages across multiple folders
  • It becomes hard to keep the same file names
  • Converting large mailboxes is not suitable for manual printing
  • There is no selective export based on a date range

Save Office 365 Emails as PDF in Bulk – Pro Solution

If you want to convert a few Office 365 emails, then you can go for the manual solution. But, it comes with certain drawbacks. Instead, you should opt for SysTools Office 365 Export Tool. The tool can export mailboxes into majorly used formats such as PDF, EML, MSG, MBOX, & PST. It can load user, shared, & archive mailboxes. Moreover, you will get the filter option, so that the user can choose only the relevant information.

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Why to Use:

  • Option to export shared and archive mailboxes
  • You can filter emails based on dates
  • Retain the same email property
  • The software will maintain the entire folder structure
  • It can export PDF data with email attachments
  • At last, tool generates the final report for data records

Software Steps to Convert Office 365 emails to PDF – Secure Method

1. Download & Install the professional software in your system.

Start screen

2. Set Office 365 as source platform and PDF as destination platform.

enter source and destination

3. Under the Workload field, pick your required workload from different mailbox workloads such as Email, Contact, Calendar, etc.

  • Select the dates filter and export the required data during that particular period.

filters

4. The login credentials of your Office 365 Admin account will be used for authentication purposes

  • Click on Validate for checking the required permission settings.

enter admin credentials

5. Find the Destination Folder where you want to save your PDF files. The folder path should not be more than 20 characters long.

destination screen

6. Add users using one of the following methods:

  • Fetch Users – Automatically fetch users from the Source domain.
  • Import Users – Import users using CSV files.
  • Download Template – Download CSV template to create users.

adding users

7. Select the users who want to export their data and click on the Start Export button to save Office 365 emails as PDF.

start export to convert Office 365 mailbox to PST

8. After completing the process successfully, click on Download Report.

report download

Note: For further information about the procedure of exporting Office 365 Online Mailbox to PDF file, please refer to the guide of the software.

Can Users Export Office 365 Archive Emails to PDF?

Yes, you can also save emails from your Office 365 archive or In-Place archive mailboxes through our software.

  • You can select your archive mailbox and then apply a date filter in order to fetch emails within a specific time period.
  • There is an option to export archive emails in the form of PDF, EML, MSG, and MBOX file formats.
  • It is helpful for organizations who keep older emails in their archive mailboxes and require a local copy of those.

Is It Possible to Save a Shared Office 365 Mailbox as PDF?

Shared mailboxes are often used by groups for purposes such as support, sales, info, or departmental communication.

  • Rather than going through the process of opening each email and then printing it.
  • You can use our expert tool for this scenario.
  • As, it enables users to export shared mailbox folders locally, such as to PDF format.
  • Users will find the filters option which they can use to export the data of your choice.

Final Note

It is good to know the steps to save Office 365 emails as PDF because it will help you create accessible copies of business emails. If you have just a few emails, you can use the inbuilt feature that exports emails in PDF format. But doing the same for lots of emails can be difficult. In such cases, we recommend you to go with our dedicated software.