How to Save Outlook Emails as PDFs in Windows: A Step-by-Step Guide

Saving Outlook emails as PDFs can be a lifesaver when you need to keep important messages for future reference or for legal reasons. It’s a pretty straightforward process in Windows, and in just a few clicks, you can have your emails converted into a format that’s easy to read and share. So, how exactly do you do it? Let’s dive in!

Step by Step Tutorial on How to Save Outlook Emails as PDFs in Windows

Before you start, make sure you have the email you want to save open in Outlook.

Step 1: Open the Email You Want to Save

Simply double-click the email to open it in a separate window.

Once you have the email open, you can move on to the next step. Make sure you’re not trying to save a conversation or multiple emails at once, as this method works best with individual messages.

Step 2: Click ‘File’ on the Top Menu

The File menu is where you’ll find all the options for managing your emails.

In the File menu, look for the ‘Save As’ or ‘Print’ options, which will be your next step in saving the email as a PDF.

Step 3: Choose ‘Save As’ or ‘Print’

Both options will allow you to save your email as a PDF, but they work slightly differently.

If you choose ‘Save As,’ you’ll save the email as an HTML file first, then convert it to a PDF. If you choose ‘Print,’ you can save it directly as a PDF.

Step 4: Select ‘PDF’ as the Save Type

Make sure to change the save type to PDF from the drop-down menu.

This step is crucial because it ensures your email is saved in the correct format.

Step 5: Name Your File and Click ‘Save’

Give your PDF a name that you’ll remember, and choose where you want to save it on your computer.

After clicking ‘Save,’ your email will be converted into a PDF and saved to the location you chose.

After completing these steps, your Outlook email will be saved as a PDF. You can now easily access it, share it, or store it as needed. It’s that simple!

Tips for Saving Outlook Emails as PDFs in Windows

  • Make sure your Outlook is updated to the latest version for the best experience.
  • If you’re saving multiple emails, organize them into folders first to make the process smoother.
  • Consider using a PDF editor if you need to make changes to the saved emails.
  • Always back up your PDFs in case of data loss.
  • Use descriptive names for your PDF files so you can easily find them later.

Frequently Asked Questions

How do I save an entire email thread as a PDF?

You can save an email thread by opening the first email in the conversation, following the steps above, and ensuring all messages are expanded.

Can I save attachments as PDFs too?

Attachments need to be saved separately, but many file types can be converted to PDF using additional software.

Is it possible to save Outlook emails as PDFs on a Mac?

Yes, the process is similar on a Mac, with slight variations depending on the version of Outlook you’re using.

Can I save emails as PDFs from the Outlook web app?

Currently, the Outlook web app doesn’t support saving emails as PDFs directly, but you can print to PDF using your web browser’s print function.

Are there any limitations to how many emails I can save as PDFs?

There’s no limit, but saving a large number of emails at once can be time-consuming, so it’s best to organize them first.


  1. Open the email you want to save.
  2. Click ‘File’ on the top menu.
  3. Choose ‘Save As’ or ‘Print.’
  4. Select ‘PDF’ as the save type.
  5. Name your file and click ‘Save.’


Saving Outlook emails as PDFs is a handy skill that can save you a lot of trouble down the line. Whether you’re archiving important correspondence, preparing documents for a meeting, or securing evidence for legal matters, converting emails to PDFs ensures that the content is preserved exactly as it appeared in Outlook. Plus, PDFs are widely accepted and easily accessible across different devices and operating systems, making them the perfect format for storing and sharing email content.

Remember to follow the steps outlined in this article, and you’ll find that saving Outlook emails as PDFs in Windows is a breeze. And don’t forget the tips and FAQs – they’ll help you navigate any hiccups along the way and make the process even smoother.

So, next time you find yourself needing to save an email for posterity, refer back to this guide and get it done in no time. Happy archiving!

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