How to Save Outlook Calendar as PDF Document?

Written By Chirag Arora
Anuraag Singh
Approved By Anuraag Singh  
Published On November 10th, 2023
Reading Time 5 Minutes Reading

I am using Outlook application and I already marked all appointments related to business on MS Outlook calendar. Now, I want to print Outlook calendar to PDF format so that I can access it anywhere at any time. Can someone suggest me how to save Outlook calendar as PDF? Thanks in advance!

Nowadays, email has become the most efficient medium for communication purposes. Users can easily communicate through emails from one place to another. Even most of the people are using email client applications for sending email messages including contacts, tasks, calendars, documents, etc. Amongst all, Outlook is the most popular desktop-based email application provided by Microsoft. But, most of the clients try to find out a solution to export Outlook calendar to PDF because Outlook does not provide the same feature. Through that users can access Outlook calendar from anywhere without installing Outlook. Here in this blog, we are going to discuss all possible ways to let users understand how to save Outlook calendar as PDF document.

Manual Approach to Export Outlook Calendar to PDF

Go through the following steps that will help you learn how to save Outlook calendar entries as PDF document. Please take a look:

  • Make sure to install Adobe Acrobat Reader to view Outlook calendar as PDF
  • From the Calendar section of Outlook, select the specific calendar on the sidebar of MS Outlook. Click File menu

  • Now, you need to choose Print option to export Outlook calendar

  • Click the drop-down list of Printer option, and then choose Adobe PDF
  • Select the style of calendar from the Settings tab
  • Hit Print button to open the saved PDF document
  • After that, enter the calendar name, and save it as PDF format
  • Go to the location of the saved PDF file and double-click on it to open with Adobe Acrobat

Challenges Faced While Exporting Outlook Calendar to PDF File

This manual approach to save Outlook calendar to PDF format is very lengthy. If users want to save multiple or selective Outlook calendars into a single PDF file, then this solution will not work. So for better data migration, you can use a reliable third-party tool.

How to Save Outlook Calendar as PDF Using Automated Tool?

To overcome these shortcomings of the manual method, one can take the help of an automated solution. One such application is SysTools PST to PDF Converter tool which allows to save and print Outlook calendars to PDF file format. This is the best solution which helps to preview all items including emails, contacts, calendars, tasks, notes, etc. along with their properties. It has a simple, easy-to-use and user-friendly interface that even a novice user can use it without taking expert help.

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A Step-by-Step Procedure to Export Outlook Calendar to PDF on Windows

Step 1. Download and install the Converter tool. Then, click Add File option.

Step 2. Now, select PST file from the system and search in drive.

Step 3. Preview all PST calendar entries and click Export option.

Step 4. After that, you have to choose export type as PDF.

select pdf

Step 5. Next, you can apply Advanced Settings such as General Settings, Bates Numbering, Page Layout.

advance setting

Step 6. Press Browse option for choosing the desired path. Then, click on Export button.

save outlook calendar as pdf

At the end, you can save Outlook calendar as PDF file successfully without any error.

Steps to Save Outlook Calendar as PDF for Mac are;

Step 1. Download and launch the Mac PST conversion software on your PC.

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Step 2. Add PST which having calendar items to save as PDF file.

add files or folder

Step 3. Choose PDF from the multiple file saving options.

export outlook calendar to pdf

Step 4. Apply advance settings for more filters and settings.

advance settings

Step 5. Set destination to save output and click Export button.

print outlook calendar to pdf

Read More:

Export Outlook Calendar to Thunderbird

Export Outlook Calendar to Android Phone

What are the Advantages of an Automated Solution?

  • Convert PST to PDF document along with attachments
  • Preview all PST items along with properties/ attributes
  • Offer Advanced Settings to export selective PST items
  • Exports single or multiple Outlook PST files to PDF
  • Provide Date Filter & multiple File Naming Conventions
  • Equips an option to save Outlook calendar as PDF file
  • Tool facilitates Bates Numbering, Date Stamping, etc.

Author Suggestion

As everyone knows, calendar plays a significant role in scheduling meetings and events. Therefore, in this blog, we have discussed a manual approach to learn how to save Outlook calendar as PDF. But, this manual method has some drawbacks thus, most of the people choose an automated solution to convert PST file to PDF document. This tool is capable enough to export Outlook calendar to PDF without any hassle.

Frequently Asked Questions (FAQ’s)

Q. How Many Calendars can I Export to PDF at a time?

A. Manual method gives you 1 PDF at a time, but with software you can easily Save & print bunch of Calendars at a time.

Q. Can I Save Outlook calendar as PDF without Outlook?

A. Yes, this blog gives solution for people who are Outlook users & those who do not have Outlook installed, but having archived copy of their emails.

Q. Is the Created PDF Searchable?

A. Yes, the PDF is easily searchable , once you have saved Outlook emails into PDF.


By Chirag Arora

Having around 9+ years of experience in technical writing. Knows about the core technical areas. Also, provides easy and reliable solutions to resolve difficulties faced by users while working with different platforms.