Convert Outlook Emails to PDF Online for Free – Top Methods

Outlook is among the most widely used email clients for personal and professional communication. Whether you’re managing your work emails, saving important documents, or simply organizing your inbox, you may need to convert an email from Outlook into a PDF for easy sharing, storage, or printing. 

Converting Outlook emails to PDF is a practical way to store, share, or print important communications. Fortunately, there are several ways to convert Outlook emails to PDFs online. In this blog, we will explore some of the best methods including Outlook Email Backup Tool to convert Outlook emails to PDF, offering both convenience and ease of use. 

Basic Reasons to Convert Outlook Message to PDF

PDF files are universally accessible, maintain their formatting, and can be easily stored or printed. Before diving into the methods, let’s first discuss why you might want to convert your Outlook emails to PDF:

1. PDF files are widely considered an excellent format for archiving and long-term storage due to their consistency across different devices and platforms.
2. Sending a professional-looking PDF instead of a raw email ensures a more polished appearance when sharing important emails with colleagues or clients.
3. PDFs are easier to print without formatting issues, unlike email content that may not be properly aligned.
4. Also, it can be password-protected or encrypted, ensuring that sensitive information within emails remains secure.

Converting Outlook messages to PDF offers numerous advantages, from enhanced portability and security to easier sharing and long-term archiving. Now, look at the top methods for converting Outlook emails to PDF online with ease. 

Best Approaches to Convert Outlook Email to PDF

Converting Outlook emails to PDF can be accomplished through various effective methods, each catering to different needs and preferences. Whether you aim to save individual messages or batch-convert entire folders, selecting the right approach ensures efficiency and accuracy. Below are some best techniques to transform Outlook emails into a universally accessible PDF format.

Using Outlook’s Built-in Save As PDF Option

If you are looking for a manual approach without uploading files to a third-party tool, you can use the “Print to PDF” feature in Microsoft Outlook itself. This method requires Outlook’s desktop application and requires technical expertise to proceed. Follow the given steps to convert Outlook email to PDF:

• Open your Outlook email that you want to convert.
• Click on the File menu in the top left corner.
• Select Print from the available options.
• In the Printer selection drop-down, choose Microsoft Print to PDF.
• Click Print. This will prompt you to save the email as a PDF on your device.
• Select the location where you want to save the PDF file, name the file, and click Save.

Note: This method works best for a single email or a small batch of emails. Although this method requires great technical expertise to convert Outlook email to pdf.

Limitations of the Manual Conversion

Manually converting Outlook emails to PDF has several limitations. These include:

• The manual process requires Outlook to be installed and configured, which might not be possible for all users.
• Outlook doesn’t support selecting multiple emails for direct conversion to PDF in one go.
• The manual method often relies on the “Print to PDF” option, which depends on system settings and the availability of a PDF printer.
• PDFs created manually don’t include metadata or indexing for easy search and retrieval unless added manually.
• Manual handling can lead to mistakes, such as missing emails or saving files in incorrect folders.
• You cannot easily customize the layout, watermark, or security settings of the resulting PDF.

For bulk conversion professional utility is more efficient and offers additional features like batch processing, attachment preservation, and advanced customization. Next, we will make you introduce to the all-in-one affordable solution to export Outlook mail to PDF.

How to Export Outlook Mail to PDF in Bulk?

The DRS Outlook Email Backup Tool is a powerful and versatile solution for exporting outlook mail to PDF in bulk. Designed for simplicity and efficiency, this tool allows users to securely backup their Outlook emails while offering the ability to convert them into various file formats, including PDF. Here’s an overview of its features and capabilities for converting Outlook emails to PDF:

• One of the standout features is its ability to convert Outlook emails (PST/OST files) directly into PDF format. 
• It supports bulk conversion, allowing users to process multiple emails simultaneously.
• Users can apply specific filters (such as date range, sender, or subject) to selectively convert only the required emails to PDF.
• During the conversion process, the tool ensures that email attachments are preserved.
• The intuitive interface makes it easy for both beginners and advanced users to navigate and execute the conversion process effortlessly.
• The tool is compatible with various Outlook versions, including Outlook 2016, 2019, and Microsoft 365.

Simple Steps to Save Bulk Outlook Emails to PDF Format

1. Download and install the DRS Outlook Email Backup Tool.
2. Launch the tool and log in with your Outlook credentials.
3. Select the mailbox or folders containing the emails you wish to convert.
4. Choose PDF as the target format.
5. Apply filters if needed to refine the selection.
6. Configure settings for attachment handling and output folder.
7. Start the conversion process and save the resulting PDF files to the specified location.

Also Read: Save Email from Gmail as PDF Document

Conclusion

You have multiple options to meet your needs. For users who regularly need to convert emails, an automated solution can be the most effective method to convert Outlook emails to PDF.

By converting Outlook emails to PDF, you can ensure that important emails are saved and shared in a consistent, secure, and professional format. Choose the method that best fits your needs and utilize the benefits of secure and universally accessible PDF files.

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