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How To Save an Email as a PDF

For most emails, it's fine for them to live in the archives of your email client. Sometimes though, you'll find yourself needing to reference information frequently. In that situation, it's useful to know how to save an email as a PDF so that you can save it to your desktop for easy access.

We'll give you the basics for how to do this with major email providers. We're also going to cover some more advanced ways to save email as PDF, allowing you to customize options for printing, and annotating the email. You'll want to keep reading for that.

Part 1: How To Edit, Annotate, and Customize Printing for Emails Saved As PDFs

Methods to convert email to PDF vary depending on the email client you're working with. We'll look at that in detail during the rest of this article.

The processes are fairly similar across all email providers. This means that if your provider isn't listed here, you're still likely to be able to figure out how to convert your email to PDF easily.

Once you've converted your email to PDF, it's useful to have a tool to help you work with the content more effectively. A PDF editor like UPDF is the perfect solution. Click below to take a look.

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If you're saving an email as a PDF, it's usually because you know you'll need to access and use it frequently. UPDF offers a suite of tools for working with PDF files, allowing you to edit and annotate content as needed.

  • Editing - add, remove, or change any element within the PDF file easily.
  • Annotating - use sticky notes and highlighting to mark important areas, or add handwritten notes to the PDF.
  • Customising Printing - print only the sections you need, saving resources, and choose from a range of printing options to suit your needs.
  • Other Capabilities - also take advantage of AI tools, easy file conversion, form filling with electronic signatures, and many more features when working with PDFs.

For anyone working with PDFs regularly, UPDF is a must-have tool.

In the following sections, we'll look at how to save an email as a PDF for four major email clients:

  • Gmail
  • Apple Mail
  • Outlook
  • Yahoo

Part 2: How To Save an Email as a PDF: for Gmail

For those of us who use Gmail as our main email client, it's a simple three-step process to convert email to PDF. The good news is that these steps work on the mobile app as well as on desktop.

  1. Open Gmail and choose the email you need to convert, then click the printer icon or choose 'Print' from the three-dot menu. Note that you won't actually be printing the email, it's simply that the required options are located inside the print menu.
  • Select 'Microsoft Print to PDF' or 'Save as PDF' from the drop-down menu.
  • Click 'Print', then choose a name and save location for your file and click 'Save.'

We've also got a more detailed breakdown of how to save a Gmail email as a PDF that includes screenshots if you'd like more thorough instructions. In that piece, we walk you through all the steps needed for converting emails to PDFs within Gmail.

Part 3: How To Save an Email as a PDF: for Apple Mail

Apple has the most popular email client worldwide, and they also keep things simple. It's very easy for Apple users to save email as PDF on Apple Mail.

  1. Open your Mail app and select the email you want to convert to PDF.
  2. Go to File > Export as PDF, then select a save location and click 'Save.'

Apple users will also be interested to learn that UPDF works on both Mac and iOS as well as on Windows and Android devices. We have a fully functioning app for iOS, so you can edit PDFs on the go with ease.

Why not take a look now? It's quick and easy to download, just click below.

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Part 4: How To Save an Email as a PDF: for Outlook

Here's how to turn email into PDF if you're using Outlook. The steps are a little different depending on whether you're working on Windows or Mac, so we've separated it into two sections to make things more clear.

Saving emails to PDF on Windows devices

  1. Open Outlook and select the message you wish to convert.
  2. Go to 'File' > 'Print' and then choose 'Microsoft Print to PDF' in the Printer drop-down menu.
  3. Click 'Print' > 'Save Print Output As' and set it to PDF, then click 'Save.'

Converting from email to PDF on Mac

  1. Open Outlook and find the email you need to convert.
  2. Use Ctrl + Click, then choose 'Print' in the drop-down menu.
  • At the bottom of the dialogue box, click 'PDF', then choose 'Save as PDF'.
  • Choose your preferred filename and save location, and then click 'Save.'

These are the basic steps, and we also have a detailed piece on how to save Outlook email as PDF with full instructions and screenshots.

Part 5: How To Save an Email as a PDF: for Yahoo Mail

Yahoo Mail is another popular email provider, and the process for converting emails to PDF is similar here. Once again, you'll be using the Print menu to access options for saving your email as a PDF.

  1. Go to Yahoo Mail and open the message you're planning to convert.
  2. Click the 3-dot icon in the Yahoo Mail toolbar to open a dropdown menu.
  3. Choose Print > Save as PDF > Save.

Now you can easily send the PDF to your desktop, or share it in other ways, just as you would with any other PDF file.

Part 6: FAQs About How To Save an Email as a PDF

After reading our instructions above, you might still have questions about how to turn email into PDF, and hopefully, this section will help you out.

1. How do I save all emails in one folder to PDF to my desktop?

Even though you're saving the email as PDF rather than printing, converting emails to PDF relies on using the 'Print' facility, and most email providers only allow you to print one email at a time.

However, Outlook users can convert multiple emails into PDF as follows:

  • Hold down shift and select the desired emails.
  • Choose 'Print' from the File menu, then select the 'Print to PDF' or 'Save to PDF' option.
  • Click 'Print', choose the save location, and then click 'OK' to confirm.

2. How do I attach an email to a PDF?

You can use UPDF to attach an email to a PDF. It's also possible to attach many other types of files using the same process.

  • Save the email as a PDF, following the instructions for your email provider given above.
  • Open the PDF you want to attach your email to in UPDF.
  • Choose 'Comment' from the left-hand side, then click 'Attach' at the top.
  • Choose the icon you'd like to appear when you attach the email, then drag it to the desired place in the PDF.
  • When you drop the icon, a dialogue box will open allowing you to select the file you want to attach.

3. How do I convert an email to PDF without printing?

Although the terminology can be confusing, none of these methods require the user to print their email to convert it to PDF. It's just that the option to convert to PDF is located within the Print menu.

So, to convert an email to PDF without printing, simply follow the steps for your email provider above, and be reassured that you won't actually need to print it out.

Final Thoughts

Sometimes you want to make sure you can easily access an email without having to search for it in your inbox or email archives. Luckily, it's easy to save emails to PDF, whichever provider you normally use.

Once you've converted your email to PDF, it's also easy to edit and annotate it, turning it into a useful living document that can be adjusted over time. The best tool for that, and for all your PDF needs, is UPDF.

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