Saving your Outlook email as a PDF is simpler than you think! Whether you’re using Outlook 2019, 2016, 2010, or 2007, our easy-to-follow guide will show you the way. 📩➡️📄
Convert Email to PDF With Outlook 2010 or Later
If you’re using Outlook 2010 or a newer version, follow these straightforward steps to save your emails as PDF documents:
- Open the Email: Launch Outlook and open the email you wish to convert.
- Go to Print Options: Click the File tab at the top, then select Print.
- Set the Printer to PDF: From the Printer dropdown menu, choose Microsoft Print to PDF.
- Print the Email: Click Print to convert your email into a PDF format.
- Save Your PDF: In the Save Print Output As dialog box, choose where you want to save your PDF. You can rename your file in the File Name field before saving.
- Finalize: Click Save to store the PDF in your selected folder.
By following these steps, you’ll have your email stored as a PDF file, perfect for archiving or sharing!
Previous Versions of Outlook
If you’re working with a version of Outlook from before 2010, you’ll first need to save your email as an HTML file. Here’s a simple guide on how to do it:
- Open Your Email: Start by opening the message you want to convert in Outlook.
- Save the Email as HTML: Click the File tab and choose Save As. In the Save As dialog box, navigate to your preferred folder. Rename your file in the File Name field if desired. From the Save as Type dropdown, select HTML and hit Save.
- Convert HTML to PDF:
- Open Word: Launch Microsoft Word and go to the File tab, then select Open and choose the HTML file you just saved.
- Save as PDF: After opening the file in Word, click the File tab again, select Save As, and navigate to where you want to keep your PDF. In the Save As dialog box, choose PDF from the Save as Type dropdown menu and click Save.
Your email is now successfully converted to PDF and saved in the location you specified, ready for any needs you might have!
Convert Email to PDF With Office 2007
Converting an email into a PDF file in Outlook 2007 takes a bit of a workaround since there’s no direct conversion option. Here’s a straightforward method to get it done:
- Open the Email: Launch Outlook 2007 and open the email you need to save.
- Copy the Email Content:
- Select All: Place your cursor in the email body and press Ctrl+A to select all the text.
- Copy: Press Ctrl+C to copy the selected content.
- Paste into Word:
- Open Word: Start a new document in Microsoft Word.
- Paste: Press Ctrl+V to paste the email content into the Word document.
- Save the Text: Go to the File menu, and click Save.
To include the email header (like sender, recipient, and subject), you can manually type it into the Word document or use the Respond > Forward function in Outlook, copy the header from the forwarded email, and paste it into your Word document.
- Convert to PDF:
- Save as PDF: Click the File menu, hover over Save As, and choose PDF or XPS.
- Name Your File: In the File Name field, enter a suitable name for your document.
- Choose File Type: Select PDF from the Save as Type dropdown list.
- Set Print Quality: Under Optimize For, pick your preferred print quality.
- Adjust Settings: Click Options to tweak further settings if needed, then hit OK.
- Publish: Click Publish to convert your document to a PDF.
The PDF will be saved in your chosen folder, containing all the information from your email formatted as desired.
Convert Email to PDF on a Mac
Turning an Outlook email into a PDF on your Mac is a quick and easy process. Just follow these steps:
- Open the Email: Start by launching Outlook and opening the email you wish to convert.
- Access Printing Options: Click File in the menu bar and choose Print from the dropdown menu.
- Convert to PDF:
- Select PDF Options: Click on the PDF dropdown menu at the bottom of the print dialog.
- Save as PDF: Choose Save as PDF.
- Name Your File: Enter a name for your PDF in the pop-up window.
- Choose Save Location: Use the arrow next to the Save As field to navigate to the folder where you want to store the PDF.
- Save the File: Click Save.
Your email will now be saved as a PDF in the specified folder, ready for any use you might need!
Conclusion
Whether you’re using the latest version of Outlook on a Windows PC or navigating an older version on a Mac, converting your emails to PDF can be simple and straightforward with the right steps. From saving emails directly as PDFs in newer Outlook versions to using a couple of extra steps for older or Mac versions, this guide ensures you have all the information you need to preserve your important communications in a universally accessible format.
Start utilizing these tips today to make email management easier and more efficient, ensuring your important information is always ready to share and secure.
FAQ
Can I convert an email to a PDF using Outlook 2019?
Yes, in Outlook 2019, you can directly convert an email to a PDF by using the “Microsoft Print to PDF” option in the Print menu.
What should I do if I’m using Outlook 2007 and want to include the email header in the PDF?
In Outlook 2007, after copying and pasting the email content into Word, you can manually type the header information or use the “Respond > Forward” function to copy the header from a forwarded email into your Word document before saving it as a PDF.
Is there a way to save an email as a PDF on a Mac using Outlook?
Yes, on a Mac, you can save an email as a PDF by selecting “Print” from the File menu in Outlook, then choosing “Save as PDF” from the PDF dropdown menu in the print dialog.
What if I’m using an Outlook version earlier than 2010 and need to convert an email to PDF?
For versions earlier than Outlook 2010, you must first save the email as an HTML file, then open it in Microsoft Word and save it as a PDF from there.
How do I choose where to save my PDF file when converting an email in Outlook?
Whether you’re using a Windows PC or Mac, when you choose to save as PDF, you will be prompted to select a save location. You can navigate to your desired folder through the save dialog box that appears.
Can I adjust the quality of the PDF when saving from Outlook?
Yes, when saving as a PDF from Word (after transferring content from Outlook), you can choose the print quality in the “Optimize For” section of the save dialog, allowing you to manage the resolution and file size of your PDF.
