Save Outlook mail as PDF: It’s that easy

Saving an Outlook mail as a PDF is not difficult. Saving emails in PDF format can be useful in many situations. Whether it’s for archiving important information or for sharing with colleagues and business partners

Save Outlook mail as PDF: Why it’s helpful

PDF files are universally readable and retain their format regardless of the operating system or software used. This makes them ideal for long-term storage and information sharing.

• Saving emails as PDFs allows you to secure and archive important information. The files can be stored on external hard disks or in a cloud.

• PDFs are easy to print and share, which is important when documents need to be exchanged frequently between different parties.

• The format makes it possible to pass on documents unchanged and also to protect them from changes.

Save mail in PDF format: How to do it with Outlook

You don’t need any special programs or extensions to save an email from Outlook as a PDF. The entire process can be done directly from the application.

• Open the desired email in your Outlook inbox. Make sure the message is fully loaded and all content is visible before you begin the export process.

• Click the “File” button in the upper-left corner of the window. Then, navigate to “Print” to view the print options for your email.

• Select “Print as PDF” from the available printers. This feature is available by default in most versions of Windows and allows you to save the email as a PDF file.

• After selecting “Print as PDF,” click “Print.” You will be asked to select a location for the PDF file. Choose the desired folder and give the file an appropriate name before clicking “Save”.

• Tip: There are tools that offer you additional features that are not available in the standard version of Outlook. The “PDF24 Creator” is a free alternative that also offers an easy way to convert emails into PDF format. Using such tools can not only speed up the process, but also provide additional security features, such as password protection for the generated files.

Saving emails as PDF: these are common problems

Problems can occasionally occur when saving emails as PDF, either due to technical errors or incorrect settings.

• It may happen that images or attachments are not embedded correctly in the PDF document. To avoid this, make sure that all content is fully loaded before exporting.

• If the “Print as PDF” option is not available, check your computer’s printer settings. A corresponding driver may be missing or the function may be disabled.

• Sometimes the formatting of the e-mail is lost in the PDF document. This can be remedied by adjusting the print settings, for example by changing the paper size or orientation.

• If you are having trouble saving the PDF file in a specific location, check the access rights of the selected storage location. You may not have the necessary permissions to store the file there.