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How to Save Outlook Email as PDF

The use of emails has gotten quite extensive in the professional space. People have been progressively using different tools to make email management easier. For managing emails with different attachments and important information, the motive to save Outlook email as PDF has been realized to be most appropriate. This article provides users with a guide on how to save Outlook email as PDF through different means.

Part 1: How to Save Outlook Email as PDF on Windows

Windows users can consider going for a simple method that can help them to save Outlook email as PDF. The need to store the email across your computer can be managed through the following explained technique, which enables you to use this email with other documents of the project.

Step 1: Open Outlook for Windows and proceed to the message or email that you wish to convert to PDF format. Click on the "File" and lead into the "Print" section.

save outlook email as pdf

Step 2: Find the option "Printer" and click on the drop-down menu to select the option "Microsoft Print to PDF." You can also select the print format that you want by viewing the "Table Style" and "Memo Style."

Step 3: Proceed by clicking on "Print" and open the "Save Print Output As" dialog box on your front. Navigate to the folder where you wish to save the PDF file on your computer. Change the file name, if required, and click "Save" to execute the process.

export outlook email to pdf

Part 2: How to Save Outlook Email as PDF on Mac

Mac users can have a similar experience in saving Outlook email as PDF across their MacBook. However, to make it possible, there is a specific set of steps that are to be followed for saving the file properly across your computer in the required format. For this, look below and figure out how to save Outlook email as PDF on your Mac:

Step 1: Open Outlook for Mac on your device and proceed to the email that you wish to save as a PDF on your device. Use the "Control + Click" combination on the mail using your trackpad and choose the option of "Print" in the drop-down menu.

save outlook email as pdf mac

Step 2: A new dialog box opens up where you can save the email as a PDF. Click on the "PDF" button that you find at the bottom of the window and select "Save as PDF" in the drop-down menu.

export outlook email to pdf on mac

Step 3: Set the file name that you are saving and click on "Save" to execute the procedure in its entirety. You can also set the title, author, subject, and password on the PDF before saving it.

outlook email into pdf mac

Part 3: How to Save Outlook Email as PDF with Attachments

What if you are looking for a guide that explains you to convert Outlook email to PDF with attachments? Although Outlook does not cater to this directly, you can consider performing this task with the help of another tool. SysTools PST to PDF Converter is the perfect option for the user to convert their Outlook emails to PDF along with attachments.

Due to its top-notch features for conversion, users can specify the page layout and orientation options for the users. Along with that, they can also utilize the bates numbering and date stamping features for specifying the bates number across the PDF according to the location and position.

Following this, the user can perfectly utilize this third-party conversion tool for previewing all items before converting them into a PDF file. To understand how this can be processed, go through the step-by-step guide featured below:

Step 1: Open the tool on your computer and proceed to select the PST files of your Outlook that are to be converted. You can use the "Select File" or "Search File" feature for importing your PST file.

convert outlook email to pdf with attachments

Step 2: Once imported, go through all the emails and attachments across the interface and select them. Once selected, click on the "Export Selected" option in the top-right corner.

how to save outlook email as pdf with attachments

Step 3: On the next screen, you are advised to select the option of PDF as your file-saving format. Apply all the required settings that you need across the file in the same window and click "Export" to execute.

how to convert email to pdf in outlook

Part 4: How to Edit and Annotate the Saved Email PDF from Outlook

Once you are done saving the PDF document on your computer, you now have your email across a document that you can edit. However, to edit them, you need a proper PDF editor that provides you with impressive and extensive features to work on. UPDF - Free PDF Editor is known as the best option in the market that offers you the ability to edit and annotate the saved email PDF from Outlook for free.

The unique and improved features of UPDF allow the user to manage the text, image, and links across the PDF document. Following this, they can also work on different annotation tools to add comments, and sticky notes, highlight important data and use different stamps to mark the documents accordingly. Along with that, the use of signatures in a controlled environment makes it a one-of-a-kind tool.

If you are looking to understand how to edit and annotate a saved email PDF on your computer, go through the steps featured below:

Step 1: Import Saved Email PDF

Launch UPDF on your computer and navigate to the "Open File" button to import the PDF document on it.

open file with updf

Step 2: Edit Email PDF

Click on the "Edit" button present on the top of the window to open the panel in the same position. You can now make changes to the text, pictures, and links across the document. UPDF even allows you to add text and pictures of your choice to make editing easier.

edit pdf updf

Step 3: Annotate Email PDF

Proceed to the "Comment" section by accessing the icon present on the left panel of the screen. Once opened, you can perform different annotation functions, including adding text comments, callouts, and highlighting existing text for reference. Following this, UPDF even allows you to add different shapes, stickers, and stamps according to the need.

annotate pdf updf

Step 4: Save or Share Email PDF

After editing and annotating, the user can simply save the file on their computer by using the "Command + S" shortcut on Mac or "Control + S" on Windows. You can also share the file by clicking on the "Share" button.

Conclusion

After going through all the provided methods, the user will be able to save Outlook email as PDF with ease. These methods will help them in saving all the important email data across a PDF for multiple needs at different times.