Save a Microsoft Outlook email as PDF


To save your Microsoft Outlook emails as PDF for offline use, use your desktop computer’s virtual PDF printer to print your emails in PDF format. We’ll show you how to do that in the desktop and web versions of Outlook.

Note: At the time of writing in March 2022, the Outlook mobile app does not allow you to save your emails in PDF format. You must use a laptop or desktop computer.

How the Outlook email to PDF conversion works

To download your Outlook emails as PDF, you basically print those emails using your Windows or Mac computer virtual pdf printer. Everything you print with this printer is saved as a PDF file; it doesn’t actually print. However, you can print that PDF at a later date.

Both Windows and Mac have built-in PDF printers, so you don’t need to download or install anything on your computer.

RELATED: How to Print to PDF on Any Computer, Smartphone, or Tablet

Convert Outlook emails to PDF on desktop

Until start saving your emails as PDF on your desktop, launch Outlook app on your computer.

In Outlook, locate and double-click the email you want to save as a PDF.

In the full window of your email, on the ribbon at the top, select File > Print. You can also press Ctrl+P on Windows or Command+P on Mac. This opens the “Print” window.

When the “Print” window opens, click the “Printer” drop-down menu and choose your virtual PDF printer. In Windows it’s called “Microsoft Print to PDF”.

To specify more options, such as which pages from your email to print, click the “Print Options” button.

Finally, when you are ready to save your email as a PDF, click the “Print” button.

In the “Save Print Output As” window that opens, select a folder to save your PDF. Click the “File Name” field, enter the name of your PDF, then choose “Save.”

And the PDF version of your chosen email will now be saved in the folder you specified. You are done.

RELATED: How to Save Emails (and Other Items) As Files in Microsoft Outlook

Download Outlook emails as PDF on the web

To get your Outlook for web emails in PDF format, first launch your favorite web browser and open the Outlook Place. Log in to your account on the site.

After logging in, select the email you want to save as a PDF from your email list.

When your email opens, click the three dots in the top right corner of the email.

In the three-dot menu, click “Print.”

Select ‘Print’ in the top left corner.

Choose your computer’s virtual PDF printer and print your email. Then select a folder to save your PDF to and you’re done.

Thus, you can also save your Gmail emails in PDF format if you prefer.

RELATED: How to Save an Email as a PDF in Gmail

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