How to save an Outlook email as a PDF: Your step-by-step guide

Sometimes you need to store an important message outside of your inbox. Maybe it's a client agreement that needs archiving, an invoice, or a conversation you want to access even if you switch email providers. Whatever the reason, saving emails as PDFs means they stay readable, shareable, and secure.

Unlike leaving emails in your inbox where they can be accidentally deleted or lost during system migrations, PDFs give you permanent copies that don't depend on having Outlook installed. They're perfect for sharing with people outside your organization and reading offline when you're traveling or dealing with unreliable internet connections.

Our guide takes you through the different ways to save an Outlook email as a PDF, covering desktop versions for both Windows and Mac, Outlook Web, and mobile apps. We'll also tackle common issues and share smart tips for organizing your saved emails.

Why save an Outlook email as a PDF?

Saving emails as PDFs has several practical advantages:

Keeping records

PDFs create permanent copies of important messages. This matters for legal compliance, warranty claims, service agreements, and any situation where you might need to prove what was said and when. Unlike emails that can be edited or deleted, a PDF captures the message exactly as it appeared.

Reading offline

Once saved, PDFs live on your device and don't need an internet connection to open. This means you can review important information during flights, in areas with poor connectivity, or when your email server goes down.

Easy sharing

PDFs work across all devices and operating systems without requiring special software. You can attach them to emails, upload them to cloud storage, or share them with colleagues who might not use Outlook. The recipient sees exactly what you saved, with no formatting surprises.

Organizing

Storing emails as PDFs lets you organize them alongside other documents in your regular file system. You can create folder structures by client, project, or date, making it easier to find what you need compared to digging through crowded email folders.

How to save an Outlook email as a PDF

Method 1: Outlook desktop (Windows)

The Windows version of Outlook makes PDF conversion straightforward using the built-in Microsoft Print to PDF feature.

1. Open the email you want to save
2. Click File in the top menu bar
3. Select Print from the dropdown menu
4. In the printer selection dropdown, choose Microsoft Print to PDF
5. Click Print
6. In the dialog box that appears, navigate to your desired folder
7. Name your file and click Save

Tip: If you don't see "Microsoft Print to PDF" in your printer options, you'll need to enable it. Go to Windows Settings, click Apps, then Optional Features, and add the Microsoft Print to PDF feature if it's not already installed.

Method 2: Outlook desktop (Mac)

Mac users follow a similar process, but use the native PDF print function built into macOS.

1. Open the email
2. Click File in the menu bar
3. Select Print
4. In the bottom-left corner of the print dialog, click PDF
5. Choose Save as PDF from the dropdown
6. Select your destination folder and name your file
7. Click Save

Tip: Attachments remain separate files, so save them individually if you need to keep them with the email.

Method 3: Outlook web (Outlook.com)

Outlook Web provides PDF saving capability even without the desktop app installed.

1. Open the email in your web browser
2. Click the three-dot menu (…) labeled "More Actions"
3. Select Print
4. When the print dialog appears, choose Save as PDF from the destination dropdown
5. Click Print or Save
6. Choose where to save the file on your computer

This method works particularly well if you're using a computer that doesn't have Outlook installed, or if you prefer working through your web browser.

Method 4: Outlook on Phone (iOS & Android)

Both iPhone and Android devices support saving emails as PDFs, though the exact steps are slightly different:

iOS:

1. Open the email in the Outlook app
2. Tap the reply/forward icon
3. Select Print
4. Use a pinch-out gesture on the print preview to create a PDF
5. Tap the Share icon
6. Choose Save to Files and select your destination folder

Android:

1. Open the email
2. Tap More Options (three vertical dots)
3. Select Print
4. In the printer selection, choose Save as PDF
5. Select a folder and tap Save

Troubleshooting common issues

Missing "Save as PDF" option

If you don't see the PDF option when printing, your device needs a PDF printer installed or enabled. On Windows, check that "Microsoft Print to PDF" is installed through Windows Settings. On Mac, the PDF print option should be available by default, but you may need to update your operating system if it's missing.

Formatting problems

Occasionally, complex emails with intricate layouts or embedded images may not render perfectly as PDFs. If this happens, try copying the email content into Microsoft Word first, then use Word's "Export as PDF" function for better formatting control.

What about attachments?

The PDF saves only the email body text and embedded images. Attachments remain separate files that need to be saved individually. When preserving complete email records, create a folder for each important message and save both the PDF and any attachments there.

File size concerns

Emails with many large images can create oversized PDFs. If file size becomes an issue, consider using a PDF compression tool or saving images separately at lower resolutions.

Tips for organizing PDFs

Develop a naming convention

Create consistent file names that make emails easy to find later. Forbes recommends an easily searchable naming convention for compliance and data file archiving. You may need to pull up a specific message at a later date and you don’t want to spend hours digging around in your folders. Include key information like sender, date, and subject. For example: "2025-10-16_Johnson_Project Proposal.pdf" is much more useful than "Email.pdf".

Organize with folders

Set up a logical folder structure before you start saving PDFs regularly. You might organize by project, client, date, or category depending on your needs. Consider mirroring the folder structure you use for other work documents to keep everything consistent.

Back up regularly

PDFs are only useful if you can access them when needed. Save them to cloud services like OneDrive, Google Drive, or Dropbox for automatic backup and cross-device access. External hard drives provide an extra level of insurance against data loss.

Protect sensitive information

If a PDF contains confidential information, password-protect it before sharing. Both Adobe Acrobat and free PDF tools like PDFtk offer encryption options. Be especially careful when saving emails with personal information, financial data, or proprietary business details.

Clean up regularly

Set a reminder to review saved PDFs quarterly. Delete files you no longer need and reorganize as your projects evolve. This prevents your PDF archive from becoming as cluttered as an overflowing inbox.

Save PDFs with confidence

Saving Outlook emails as PDFs is a simple but powerful way to preserve important info. Whether you need documentation for compliance, want offline access to critical messages, or just prefer organizing emails outside your inbox, the methods above give you options for every platform and situation.

The next time you need to reference an old email, you'll have exactly what you need, right where you expect to find it.

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Frequently Asked Questions (FAQs)

Can I save any email as a PDF in Outlook?
Yes, any email can be saved as a PDF using the methods described above for desktop, web, or mobile. The email body and embedded images will be preserved, but attachments need to be saved separately as individual files.

Why doesn't my Outlook have a "Save as PDF" option?
Some systems require enabling a PDF printer. On Windows, check that "Microsoft Print to PDF" is installed through Windows Settings > Apps > Optional Features. On Mac, the PDF print option is built into macOS and should appear in the print dialog by default.

Will formatting be preserved when I save as PDF?
Most formatting transfers well to PDF, including fonts, colors, and embedded images. Complex layouts with intricate tables or unusual formatting may occasionally shift. If you encounter formatting issues, try copying the email into Microsoft Word and using Word's PDF export function instead.

Can I save multiple emails as one PDF?
Outlook doesn't have a built-in feature to merge multiple emails into a single PDF. You'll need to save each email separately, then use a PDF merging tool like Adobe Acrobat or a free online PDF combiner to join them.

Is saving emails as PDFs safe?
Yes, as long as you store PDFs securely on your device or a trusted cloud service. For sensitive information, consider password-protecting PDFs before sharing them. Avoid saving confidential PDFs on shared or public computers.

Can I save emails as PDFs on mobile devices?
Absolutely. Both iOS and Android Outlook apps support saving emails as PDFs through their print functions. The steps vary slightly between platforms, but both work reliably for creating portable copies of your messages.

Will this work if I use Outlook through my company's Exchange server?
Yes. The PDF save function works regardless of whether you're using a personal Outlook.com account, a company Exchange account, or any other email service accessed through Outlook. The methods are the same across all account types.

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