Saving an Outlook email as a PDF without printing is a useful technique for archiving emails, sharing them in a more universal format, or for legal and documentation purposes. This process involves converting the email directly into a PDF file without the need to physically print the document and then scan it as a PDF. There are several methods to achieve this, depending on the version of Outlook you are using and whether you prefer to use built-in features or automated applications. This guide will cover the built-in methods that Microsoft Outlook offers to convert PST to PDF with this application.
Microsoft Outlook is a widely used email client in both personal and professional settings. While it excels in managing emails, contacts, calendars, and tasks, users often require the functionality to save important emails in a more permanent and shareable format. PDF stands out as a preferred format due to its wide compatibility across different platforms and its ability to preserve the layout and formatting of documents.
Traditionally, converting an email to a PDF involved printing the email to paper and then scanning it as a PDF. This method is not only time-consuming and resource-intensive but also environmentally unfriendly. Recognizing the need for a more efficient approach, modern versions of Outlook and operating systems now offer the ability to “print” the email to a PDF file directly, bypassing the need for paper. This digital conversion process maintains the integrity of the email’s content, including text formatting, images, and attachments, in a PDF document that can be easily stored, shared, and viewed on virtually any device.
In the following sections, we’ll explore the step-by-step processes to save an Outlook email as a PDF without printing, highlighting methods for both Windows and Mac users, along with solutions for those using Outlook on the web.
Reason to Save Outlook Email as PDF Without Printing
- Storing emails as PDFs helps in organizing important communications systematically outside of the email environment, making them easier to retrieve when needed.
- Emails saved as PDFs can serve as evidence in legal disputes, as they can capture not only the message but also the metadata, including time and date stamps
- PDF files can embed images, fonts, and other content, ensuring the document appears the same way to everyone, without dependency on email clients.
- Sensitive information within an email can be redacted in the PDF version, enhancing privacy and security.
- Multiple emails can be converted to PDFs in a single operation, saving time for users who need to archive emails regularly.
- By converting emails to PDFs and storing them digitally, organizations and individuals can reduce the need for physical storage space and cut down on paper use.
- Saving emails as PDFs directly, without printing, supports environmental sustainability by reducing paper consumption and waste.
- PDFs allow for the inclusion of corporate branding elements, such as logos and watermarks, ensuring a professional appearance in all communications.
How to Save Outlook Email as PDF Without Printing Manually?
When print feature are not working in Outlook then you can use Microsoft word to save as pdf as we have shared below:
- First, launch Outlook on your windows computer.
- Open email as you want to save as PDF.
- Select and copy mail from Outlook and paste in Microsoft word.
- Now, Go to file and click on save as option.
- Choose the PDF option in the file type and click on save to get Outlook email as PDF.
Also Read: Import/Export GrayedOut Outlook
Limitations of Manual Technique
- You need to repeat the process for each Outlook email to save as a PDF.
- Users must have strong technical information to handle this solution.
- This manual solution is only workable for a few Outlook emails.
How to Export Outlook email as PDF without Printing By Professional Approach?
If you want to export complete Outlook mailbox data or batch email from Outlook then we recommend you to choose Corbett PST File Converter is the perfect choice and it allows to convert single or batch Outlook email as single shot without affecting any information. It also allows you to export into multiple file formats such as PST, MBOX, EML, TXT, PDF, and many more export features.
- Download an automated wizard and run on your computer.
- Browse the PST file and add it into the software.
- Now, choose the PDF option in the list of export options.
- At final, set destination and click on export to get result quickly,
Benefits of Professional Approach
- It can also transfer Outlook emails to another account.
- This tool is very user-friendly to perform by all types of users.
- You can also save Outlook emails to one drive.
- With this software, you can also take advantage of the filter option to convert selective mailbox data as per date range, subject, sender and recipients etc.
- This software is also workable to download attachment from Outlook.
Conclusion
In this tutorial, we have explained the reliable process to export Outlook email as PDF manually and using an automated solution. As manual solutions have a batch number of limitations and are not a reliable choice for beginners. So, we recommend you to opt for an automated technique to complete the process without facing any trouble.
