Are you also looking for ways to convert Outlook email to PDF? If you also have a lot of emails just lying around and want to save them as Portable Document Format, do not worry! Complete Step-by-Step guide for you.
We are not only going to explain the methods for converting the data but also the reason why users prefer the PDF format. PDF or the Portable Document Format is said to be the best file format to save the data.
There are certain benefits of using this file format which we will understand later before the methods to convert Outlook emails to PDF with attachments. Before jumping to that, let’s briefly understand Outlook and its email formats.
Microsoft Outlook is a desktop based email client that allows users to communicate and manage their schedules. It is very easy to integrate Outlook with other Microsoft products.
Outlook supports Personal Storage Table (.pst) and Offline Storage Table (.ost) formats that store all of their mailbox data. However, these file formats are only accessible in Outlook and cannot be opened in other email platforms.
This is one reason why users want to convert their data. Let’s find out more!
What Can be the Reasons to Convert Outlook Email to PDF?
There are plenty of reasons to convert the data files as we have mentioned below:
- PDF files are the safest files as they are password protected and encrypted.
- If you want to share any document for legal use, you need them in the PDF format.
- These are cross-compatible file formats which can be used and accessed in any email platform, device, and operating system.
- You can put restrictions on these files so no one can edit them without your permission.
- Since these are portable, users want to export Outlook emails to PDF to share their data in the PDF format to keep the content safe at all times.
After learning the benefits of using this file format, let’s learn about the methods to convert the data.
Is it Possible Manually to Transform All the Files to PDF File?
With the manual method, you will be able to convert your data by using the Print feature in Outlook. You have the option to either print one or more emails at a time. However, there are certain issues that users have faced during the process to convert Outlook Email to PDF. We will be covering everything about the manual method in the upcoming sections.
First, we are going to understand the steps to convert only one email at a time using the Print feature. If this is your requirement, you will be able to complete the process in just a few minutes without any failure.
In case you want to export multiple files, it may cause certain issues that we will understand later. Before that, let’s take a look at the steps to perform these methods.
Manual Method Steps to Convert Outlook Email to PDF With Attachments
The steps to be executed are given below:
- Open your Microsoft Outlook application and choose the email to convert.
- Click on the File option from the Navigation Bar at the top and click on Print.
- Now, open the menu below the printer and choose the Microsoft Print to PDF option. Hit Print.
- Navigate to the destination to save the file and change the name.
- Tap on the Save button and the file will be saved.
These are the steps to save only one email. Now, if you have multiple emails, you can follow the next method.
How to Convert Outlook Email to PDF for Multiple Files in a Single Go?
For multiple emails, there are no new techniques, the Print feature will work in the same way. Follow these steps to convert the data:
- In your Outlook mailbox, click on the email that you want to convert.
- Now, press Shift key and click on the last email till where you want to transfer the files.
- All of these files will be selected. Now, press the File tab from the above section.
- Go to the Print option and open the menu from the Printer section.
- Then, to convert Outlook emails to non-searchable pdf, you can click on the Microsoft Print to PDF option and press Print.
- Move to the destination path and rename your files.
- Lastly, click on the Save button to complete the process.
This will convert the data files easily. However, there are certain issues that users have faced during this process.
Limitations of Using the Manual Method to Transfer Single or Multiple Files
Some of the drawbacks are listed below:
- There is no option available to change the files into PDF formatting even during the process to convert Outlook email to PDF.
- You do not have the permission to adjust the paper size, border, or margin.
- It is not possible to select all the emails that you want with just a click or anything. You have to choose them manually.
- Users are not allowed to apply the page numbers or date stamps on any of the files.
- If you are looking for conversion of emails for forensics purposes, we do not recommend using this method.
- Takes a lot of time to find and select the files for conversion manually.
Qualified Solution to Export Outlook Emails to PDF Including Your Attachments
The best solution available in such situations is the PST Converter Tool built with advanced algorithms. However, it is not difficult to use the tool even by a novice user to convert their files in bulk. It has a lot of features but the best one is that there is a demo version available.
If you are looking to test the tool first to be sure, you can use the demo version for it and convert a few of your files. With that, let’s move towards the steps and then the features are explained.
Guide for Using the Tool to Convert Outlook Email to PDF
Given below is the way to use the tool:
- After launching the tool, choose the Open menu and select Email Data Files from there.
- Go to the Outlook PST File and select the Choose Files option.
- Select the files you want to convert and click on the Open button to insert them in the tool.
- Then, select the Export option to choose PDF from the Document Format section.
- Browse for a location where you want to save the files and tap Save.
The tool will save your files in a few minutes.
What Are the Benefits of Using the Software?
The software to convert Outlook emails to PDF with attachments has various features:
- Transfer the data in formats like PDF, TXT, DOCX, HTML, CSV, etc.
- Convert only selective data by using the Advanced Filters available
- Export all the data from the mailbox like emails, attachments, contacts, etc.
- The tool poses no restrictions on the file size or the amount of files converted
- There are no changes made by the tool to the folder structure & data integrity
- Consists of the original Meta Properties like From, To, Name, Cc, Bcc, etc.
That’s About it!
As we read above, users can convert Outlook email to PDF for various reasons since PDF is a portable file format. Other than that, we have mentioned all the possible reasons along with the methods to export. The steps for converting a single email or multiple emails using the manual method are mentioned.
However, the manual method has certain drawbacks that can make the process a hazard for various users. Thus, the software is a great option for them. It will help in converting emails in bulk along with their attachments without causing any issues.