Outlook is a popular email client used by millions worldwide for efficient communication. Whether you need to save an important email for future reference or send it as an attachment while maintaining its original format, saving an Outlook email as a PDF is an ideal solution. In this article, we will address common questions and provide step-by-step instructions on how to easily convert Outlook emails into PDF files.

Why should I save an Outlook email as a PDF?

Saving an Outlook email as a PDF offers several advantages. Firstly, PDF files can be easily viewed across different devices and platforms, ensuring compatibility. Secondly, PDF files preserve the original formatting and layout of the email, including images and attachments. Additionally, saving emails as PDFs allows you to keep a record of important conversations or documents for legal or archival purposes.

How can I save an Outlook email as a PDF?

Follow these steps to save an Outlook email as a PDF:

Step 1: Open Outlook and select the email you want to save.

Step 2: In the top toolbar, click on “File” and select “Print” from the drop-down menu. Alternatively, you can press “Ctrl + P” on your keyboard.

Step 3: In the Print dialog box, choose “Microsoft Print to PDF” as your printer. If you don’t see this option, you might need to install a virtual PDF printer. Several free software options are available online, such as CutePDF or PDFCreator.

Step 4: Customize your print settings if needed. You can adjust the page layout, orientation, and other settings.

Step 5: Click on the “Print” button to proceed.

Step 6: Select a destination folder on your computer where you want to save the PDF file. Name the file accordingly and click on “Save.”

Step 7: Wait for the conversion process to complete, which might take a few seconds.

Step 8: Once the PDF file is saved, you can close the Print dialog box and find the converted email in the selected folder.

Can I include email attachments in the PDF?

Yes, by default, saving an Outlook email as a PDF also includes any attachments present in the original email. This ensures that all the content, including text, images, and attached files, is preserved within the PDF file.

Is there an alternative method to save an Outlook email as a PDF?

Yes, another method to save an Outlook email as a PDF involves using the built-in export features. Follow these steps:

Step 1: Open Outlook and select the email you want to save.

Step 2: In the top toolbar, click on “File” and select “Save As” from the drop-down menu.

Step 3: Choose a location on your computer to save the email and ensure the file format is set to “HTML.” Rename the file if necessary, and click on “Save.”

Step 4: Locate the saved HTML file, right-click on it, and choose “Open With” from the options. Select your preferred browser.

Step 5: With the email now displayed in your browser, click on “Print” or use the “Ctrl + P” shortcut discussed in the previous method.

Step 6: In the Print dialog box, select the virtual PDF printer option or any PDF conversion tool installed on your computer.

Step 7: Customize the settings and choose a destination folder to save the PDF file.

Step 8: Click on “Print” to begin the conversion process. Once completed, find the PDF file in the specified location.

Saving an Outlook email as a PDF is a simple yet practical method to preserve important communication or share information in a reliable and compact format. By following the step-by-step instructions provided in this article, you can effortlessly convert emails into PDF files, allowing for easier access, compatibility, and retention of valuable content.

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