How to Save Outlook Email as PDF with Attachments? Know the Best 2 Methods

Written By Ashwani Tiwari
Anuraag Singh
Approved By Anuraag Singh
Published On November 17th, 2023
Reading Time 6 Minutes Reading

Do you have lots of emails in Outlook and want to save them as PDF file? or Are you interested to know the process to save Outlook email as PDF with attachments? If Yes, then forget all your worries. Here, we are going to discuss a complete procedure for how to convert Outlook email to PDF with attachment? Let’s get started!

Portability is the key exists in file availability to access files on different platforms. This availability allows the user to transfer data from one device to another in PDF format. However, Outlook itself equipped with the option to save multiple Outlook emails as PDF file.

Generally MS Outlook uses PST format (Personal Storage Table) on the local machine to save mailbox. Email files are not able to access on another system without transferring them to PDF format. Thus, to save Outlook message as PDF file you have to convert Outlook emails to PDF file format. Here, in the upcoming section, we are going to discuss a complete solution.

Want to Save Emails as PDF from the Outlook Webmail Account Directly?

Do this easily without adding the emails in MS Outlook using the very efficient Hotmail Backup Tool. It directly downloads each email into PDF format in a single instance. So get all your emails in PDF using this efficient method. Download and Perform the process right away.

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After this quick guide, let us move to the solution part for how to convert Outlook email to PDF file format. You can either use Outlook print option or SysTools software for the same. Let us discuss both solutions.

Save Outlook Email as PDF for Free

Microsoft Outlook allows users to choose Microsoft Print to PDF option. This option will help you to save all or selected Outlook email as PDF file format.  It might seems to be confusing, but it is not. Follow below listed instructions to convert Outlook emails to PDF format. 

Steps to Save Single Outlook Email into PDF File

  1. Launch Microsoft Outlook and select email message. 
  2. Hit File from Header and Choose Print and click on dropdown menu under the printer.
  3. Select Microsoft Print to PDF option and hit Print.
  4. A new dialogue box will appear name the PDF file and browse path to save PDF file.
  5. Outlook email is saved in PDF format, navigate to the provided path and view.

Steps to Export Bulk Outlook Emails to PDF Format

  1. Open MS Outlook and select all email message using shift key.
  2. Click on File and then hit on Print. 
  3. Explore the drop down menu under the printer and select Microsoft Print to PDF.
  4. Apply the Print Options as per requirement and hit Print.
  5. Browse path to save output after converting Outlook emails to PDF format.

Limitations in Outlook Print Option 

User can follow above mentioned steps to save Outlook email as PDF file. But it has certain limitation in both the cases. Some of them are listed here:

  • No option to allow PDF formatting 
  • Cannot adjust paper size, margin, boarder
  • All emails needs to be selected manually
  • No option to apply page number or date stamp
  • Not recommended to forensics purpose

Now question arises that is there any solution available that can overcome all these limitations? Yes, SysTools developed an advance utility to help user to apply PDF settings while saving Outlook emails as PDF. Follow below mentioned instructions:

Convert Outlook Emails to PDF with Attachments

Steps are different for Mac and Windows OS users. Choose the option according to your OS.

Because of the mentioned all the above drawbacks, users have to opt for an automated solution named as Outlook PST File Converter Tool. This tool is capable enough to save Outlook emails as PDF format in bulk without any risk or data loss. It also allows the user to export and print Outlook emails along with attachments.

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Moreover, the tool helps to migrate selective items from the Category section within Advanced Settings including emails, calendars, contacts, notes, etc. It has a simple and user-friendly interface that even a novice user can save Outlook email as PDF with attachments without facing any difficulty.

Save Outlook Email as PDF – Guide for Windows OS Users

Step-1. Download, install, and launch the SysTools software. hit on Add File button from home window.

launch application to Save Outlook Email as PDF With Attachments

Step-2. Choose Select File or Search File option to load selective PST or Multiple PST files at a time.

select file

Step-3. Preview emails and other Outlook PST file data within the software and click on Export.

preview and click export

Step-4. Select PDF format and click on Advanced Settings to save as PDF by applying additional settings.

advance settings

Step-5: You can select required options:

  • General Settings: Naming Convention, Category Selection, Date Range Selection, Include Message Header.
  • Page Layout: Margin (Left, Right, Top, Bottom), Paper Orientation, Pager Size, Add Anything in Header and Footer.
  • Manage Attachments: Attachment on Pin, Append Attachment, Save Attachment.
  • Bates Number: Bates Number Format (Prefix, Suffix, Start Number, Font, Number of Digits, Increment By, Font Size), Position (Top, Bottom), Date Stamp and Date Format. 

save outlook email as pdf with attachments

Step-5. Browse path to save output PDF file and click on Export button to save Outlook emails in PDF file.

save outlook email as pdf

Steps to Save Multiple Outlook Emails as PDF for Mac

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Step 1. Run the SysTools PST File Converter software and add PST files to convert.

add files or folder

Step 2. Choose PDF format from the Export options.

choose pdf to Save Outlook Email as PDF With Attachments

Step 3. Click on Advance Settings any apply PDF settings.

apply pdf settings

Step 4. Save output as desired location and click on Export button.

save outlook email as pdf

Author Suggestion

PDF is the standard file format used to save crucial data and can be easily accessed from anywhere without any trouble. Thus, everyone wants to know how to save Outlook email as PDF with attachments. But, users face various problems while performing the conversion manually. After considering the user requirement, we have suggested a unique and effortless solution (automated tool) here. It is one of the best solutions which helps to save email as PDF from Outlook in bulk.

Frequently Asked Questions

Q. How to save multiple Outlook emails as PDF with attachments?

A. To save Emails from Outlook in PDF, follow below steps:

Step1: Start software and add one or more PST files.
Step2: Preview Outlook emails with attachments.
Step3: Choose PDF as destination file type.
Step4: Select Export to save Outlook email as PDF with attachments.

Q. Can I save Outlook email attachments to PDF file using the manual method?

A. No, to save Outlook emails with attachments, you need to use Outlook to PDF Converter Software.

Q. Which is the best way to Save Outlook 2016 emails to PDF in bulk?

A. If you have to process a bulk number of Outlook PST emails, then you should choose the suggested software, as the manual technique will be time-taking and tedious.

Q. Can I add Page Number and Page Margin with Automated Tool?

A. Yes, you can add both Page Margin and Page Number with the help of this application when you save Outlook email as PDF with attachments.