Microsoft Outlook, one of the most prominent email clients in today’s age, enables users to manage their email communication effortlessly. Outlook users often search for ways to save their emails in PDF format for reasons like regulatory compliance, backup purposes and for sharing data with non-Outlook users. Converting Outlook emails to PDF format preserves the original formatting, attachments, and other data, which makes it easy to share and collaborate.

In this article, we’re going to learn more about the reasons to convert Outlook email to PDF and a few prominent methods to perform this conversion in depth.

5 Reasons to convert Outlook Emails to PDF

PDFs are generally an easier format to work with which is why users prefer to convert their Outlook emails to PDF format. We’ve highlighted some more reasons for the same below:

• Backup and archiving: Saving Outlook emails as PDF ensures long term preservation and easy retrieval of essential emails.
• Easy collaboration: PDFs can be easily shared with people who don’t use Outlook to ensure smooth collaboration.
• Legal compliances: Converting emails to PDF format can help you fulfill certain legal regulatory compliances and standards such as HIPAA, GDPR, FINRA, etc.
• Encryption: Users can encrypt PDFs with passwords to secure sensitive information and prevent unauthorized access.
• Enhanced searchability: It is easier to search for specific PDFs than to search for specific emails amongst many emails.

How to convert Outlook email to PDF?

Emails can be easily converted to PDF format with the help of a few in-built tools offered by Outlook. Some notable methods to convert Outlook emails to PDF are discussed below.

Method 1: Via Outlook’s Print function

Users can easily convert their Outlook emails to PDF format with the help of Outlook’s print function. Follow the steps below to perform this procedure:

• Launch Outlook application and double click on the email that you want to convert in PDF format.
• Click on the File tab and choose Print from the left panel.
• From the given option, choose Microsoft Print to PDF and click on Print.
• Name your file as per your choice and click on Save.

Method 2: Via Adobe Acrobat software

Adobe Acrobat is a popular PDF converter and editing software that integrates seamlessly with Microsoft Outlook. It supports bulk conversion of files to PDF format while maintaining the original formatting and layout. Follow the steps below to convert Outlook emails to PDF using the Adobe software:

• Install and launch Adobe Acrobat software on your system.
• Launch Microsoft Outlook and select the emails you need to convert into PDFs.
• Right click on the emails individually and click on Convert to Adobe PDF.
• In the Save As window, choose the location where you wish to save your converted PDF files and click Save.

Method 3: Via Microsoft Word

Users can try this workaround of saving their emails to PDF with the help of Microsoft Word. Select each mail individually and follow the steps below to save them in PDF format:

• Launch Microsoft Outlook and right-click on the email that you wish to convert into PDF format.
• Navigate to the File tab and click on Save As.
• Rename your file and browse a location where you want to save all your converted files. Choose HTML as the output type and click on Save.
• Now, open this HTML file via Word. Click on File and select Save As.
• Choose PDF as the output type and click on Save.

Limitations of manual methods

The manual methods discussed above are very useful for users looking for a free of cost method to convert their emails to PDF format, however they’ve certain set of limitations. The most evident limitation is the inability to perform bulk conversion. Users will have to convert each email individually which is a painstakingly long process and isn’t feasible for large mailboxes. Apart from that, the repetitive nature of the process increases the chances of error exponentially which puts your important data at risk.

Convert Outlook emails to PDF using an automated tool

Converting Outlook emails to PDF manually is a long and time taking process which increases the chances of error which subsequently leads to data loss. It’s a wise choice to take the help of a professional Outlook email to PDF converter such as Kernel Email to PDF.

This advanced tool ensures a seamless conversion of all the components of OST and PST files to PDF format while maintaining complete formatting and data integrity. With its highly robust algorithm, users can perform bulk conversion of the Outlook data files to various formats including PDF along with their attachments.

Conclusion

This blog walks you through some easy manual methods to convert Outlook emails to PDF one by one. However, due to the repetitive nature of these processes and the fact they’re so time consuming, users often look for an alternative method. For that, we’ve highlighted a leading Outlook email to PDF converter to streamline your conversion process. This tool can be used by anyone owing to its easy-to-use interface and self-explanatory steps.

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