Convert Apple Mail to PDF: Save Emails into Shareable Documents
Converting Apple Mail emails to PDF is a practical way to preserve important conversations, attachments, and records in a universally accessible format. PDF files are easy to share, secure, printable, and compatible across all devices and operating systems.
This comprehensive guide explains every possible method to convert Apple Mail to PDF format with detailed instructions. Let’s start from the beginning!
Apple Mail or Mac Mail email client is included with the Mac Operating System. This is one of the most preferred email applications by Mac users. It is the default email application of Mac, so every Mac user uses this application for email communication. It uses a platform dependable files to store email data. To access the data in this file, you need a specific type of application.
On the other hand, PDF or Portable Document Format is independent of software, hardware, and operating systems. It is an easy way to present and exchange documents. For their own requirement, the user wants to convert Mac Mail to PDF, but the user doesn’t know how to Apple Mail print to PDF in bulk. Therefore, here I will provide you with multiple methods to backup Apple Mail to external hard drive or locally in PDF format. So, keep with me and continue reading.
Why Convert Apple Mail to PDF?
Apple Mail stores emails in a format that is primarily accessible within the Mail application. Converting emails to PDF provides several advantages, and some of them are listed below:
- PDF files preserve the original layout and formatting of the email
- They can be opened without Apple Mail
- PDF documents are easier to print and share
- They help with record-keeping
- PDF files are less likely to be accidentally modified
- PDF files can be encrypted and a password protected for data security
Many professionals wondered if Apple Mail print to PDF for audits and long-term storage. The answer of this, I’ll share further.
How to Convert Mac Mail to PDF?
To save emails as PDF files, Apple Mail offers simple built-in options that require no additional software. The methods explained below will help you export your emails with accurate formatting and readable content. So, opt for any of them, and effortlessly Apple Mail print to PDF:
Method 1: Convert Apple Mail to PDF Using the Print Option
This is the simplest and most commonly used method. macOS includes a built-in feature that allows any printable content to be saved as a PDF:
- Open the Apple Mail application on the Mac
- Select the email to convert
- Click File from the top menu
- Choose Print
- In the print window, look for the PDF option
- Select Save as PDF
- Choose the destination folder
- Enter a file name
- Click Save
Your email will now be stored as a PDF file with the same formatting as the original message. This approach is best for converting individual emails, but not suitable for bulk exports, especially when handling 50+ emails to back up as a PDF.
Method 2: Drag and Drop Email to Save as PDF
macOS allows users to drag emails from Apple Mail and convert them into files. Here’s how:
- Open Mac Mail
- Select the email
- Drag the email to the desktop
This creates an email file. You can then open it and print to PDF using the previous method.
Method 3: Convert Multiple Emails to PDF
If you need to convert many emails, you can process them sequentially. To do so:
- Open Apple Mail
- Select multiple emails using the Command key
- Open each email and use the Print to PDF method
This approach is manual but works when dealing with a limited number of messages.
Method 4: Save Emails as PDF Including Attachments
Attachments are not embedded automatically in the PDF during Apple Mail print to PDF. To preserve them, follow these steps:
- Open the email
- Download attachments first
- Convert Mac Mail to PDF
- Save attachments separately or combine them later
You can keep both the email PDF and attachment files together.
Method 5: Convert Apple Mail to PDF in Bulk Automatically
When you need to convert a large number of Apple Mail emails to PDF, manual methods become time-consuming and inefficient. In such cases, an automated solution like the SysTools IMAP Backup Software provides a practical way to export emails in bulk without losing important information.
This professional utility connects to your email account through IMAP and allows you to back up entire mailboxes directly into PDF format while preserving folder hierarchy and metadata.
It also offers advanced options to apply date range filters and exclude unnecessary items so that only relevant emails are converted. The tool ensures that key email components such as sender details, recipients, subject, timestamps, and message content remain intact in the resulting PDF files.
Download this software today for free to convert Apple Mail to PDF in bulk quickly, without any manual hassle!
How to Convert Mac Mail to PDF Via This Smart Utility
Follow the simple steps below to securely Apple Mail print to PDF format while preserving all essential details and structure:
#Step 1. Run the software, and select the PDF as the output format. You can leverage the Date Filter option for selective data backup.
#Step 2. Enter the IMAP Server in Apple Mail.
#Step 3. Now select the location where to save the resultant PDF files by clicking on the Backup folder path option.
#Step 4. Once everything is validated, hit the Start Backup button.
That’s all! Within four quick steps, you have saved your Mac Mail emails into a PDF file format.
Best Practices to Convert Apple Mail to PDF
Following these practical recommendations will help you avoid common errors and ensure that the converted PDF accurately reflects the original email:
- Ensure the email is fully loaded before converting to avoid formatting problems.
- Open the email online content before saving. This will bypass the missing images issue.
- Use PDF splotter tools after conversion to avoid a large file size issue.
- Sometimes, users faced attachments are not downloaded, so always ensure to download attachments separately.
- Keep backups on external storage or the cloud.
Author’s Verdict
Converting Apple Mail to PDF is a reliable way to safeguard important communications and make them accessible from anywhere. The built-in print to PDF feature in macOS helps to convert Apple Mail to PDF.
For large conversions, experts recommend opting for the specified automated solution (method 5) to ensure a hassle-free procedure in the expected time.
Quick FAQs on Apple Mail Print to PDF
Q. Can I convert multiple Apple Mail emails to PDF at once
Yes, but Apple Mail does not provide a direct bulk export to PDF feature. You need to convert emails one by one using the Print to PDF option or use a professional conversion tool like SysTools Email Backup Wizard for batch processing.
Q. Does converting an email to PDF keep the original formatting?
Yes, the PDF preserves the layout, fonts, and images of the email as displayed in Apple Mail.
Q. Are attachments included in the PDF automatically?
No, attachments are not embedded by default. You must download attachments separately and store them along with the PDF if needed.
Q. Can I convert Apple Mail to PDF on iPhone or iPad?
Yes, you can use the Print feature on iOS devices and then save the preview as a PDF to Files or other storage locations.
Q. Is it possible to password-protect the PDF after conversion
Yes, after saving the email as a PDF, you can use macOS Preview or other PDF lock tools to protect PDF for security.