To save your Microsoft Outlook emails in PDF format 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 this in both desktop and web versions of Outlook.
To note: At the time of writing in March 2022, Outlook’s mobile app does not allow you to save your emails in PDF format. You will need to use a laptop or desktop computer.
How Outlook Email to PDF Conversion Works
To download your Outlook emails in PDF format, you basically print those emails using the virtual PDF printer on your Windows or Mac computer. Everything you print with this printer is saved as a PDF file; it will not be printed for real. However, you can print this PDF later.
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
To start saving your emails in PDF format to your desktop, launch the Outlook application on your computer.
In Outlook, find and double-click the email you want to save as PDF.
In the full window of your email, from the ribbon at the top, select the File > Print option. You can also press Ctrl+P on Windows or Command+P on Mac. This opens the window “To print”.
To specify other options, such as which pages of your email to print, click the button “Printing options”.
Finally, when you are ready to save your email as a PDF, click the button “To print”.
In the window “Save Print Output As” that opens, select a folder in which to save your PDF. Click on the field “File name” and enter the name of your PDF, then choose “Record”.
And the PDF version of your chosen email is now saved in your specified folder. You are ready.
RELATED: How to Save Emails (and Other Items) as Files in Microsoft Outlook
Download Outlook Emails as PDF on Web
To get your Outlook for the web emails in PDF format, first launch your favorite web browser and open the Outlook site. Log in to your account on the site.
After logging in, from your mailing list, select the email to save as a PDF.
When your email opens, in the upper right corner of the email, click on the three dots.
In the three-dot menu, click “To print”.
In the upper left corner, select “To print”.
Choose your computer’s virtual PDF printer and print your email. Then select a folder to save your PDF in, and you’re done.
Like this, you can also save your Gmail emails in PDF format if you want.
RELATED: How to Save an Email as a PDF in Gmail