User Query: I have been looking for an option to save Outlook emails as PDF in my Outlook application but couldn’t find it. Can anyone tell me how can I convert my data to PDF format and why am I not able to find the option in Outlook? I need it for a presentation urgently.
The latest MS Office 2010/2013 applications like MS Word, Power Point and Microsoft Excel provides option to save files in PDF format. But, unfortunately, this option seems unavailable in MS Outlook application.
However, there are certain workarounds through which a user can convert Outlook emails to PDF, such as installing a PDF printer, using the Adobe Acrobat application, Macros and third party add-ins.
In the upcoming segment, we will discuss in detail about the different ways to save the messages as universally compatible file format.
Pro Tip: If you want a useful approach which can perform the procedure without any troubles, data-loss risks, and in less time-span, use the PST to PDF Converter. Find the features and the working of the tool in the latter part of the blog.
Method 1: Save Outlook Emails as PDF Via Adobe Acrobat Manual Procedure
Adobe Acrobat has the ability to export the data as required format manually. This feature is compatible with all Outlook versions when Adobe Acrobat is installed on the machine of the user.
You need to have Adobe Acrobat and MS Outlook both installed and configured properly in the machine. When you have Adobe Acrobat installed on machine in MS Outlook, an option ‘Adobe PDF’ will be visible in the Outlook menu bar.
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Save Selected Emails: Select the message/s you want to save and right click on it, click on ‘Convert to Adobe PDF’. Now provide a name to convert Outlook emails as PDF in the system and click on ‘Save’. The respective messages will be saved along with embedded attachment.
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Selected folders as PDF: In order to save required messages as PDF format, you need to click on a folder and right click; select “save as PDF” and save it with desired name. All files saved in the respective folder will get saved in cross-platform compatible format.
Also, when users launch a new Outlook email and click on the Adobe PDF tab, then two options are available to save Outlook emails as PDF, i.e. ‘Attach as Adobe PDF’ and ‘Attach as Secured Adobe PDF’.
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Attach as Adobe PDF option is provided to attach all types of attachments like Word, PowerPoint and Text to be saved in PDF.
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Attach as Secure PDF means the file will be saved as PDF but protected from being open, copied and printed from another user.
Method 2: VBA Macro Coding Method to Print Emails
Another option to save Outlook files is using the VBA macro coding option. This Macro coding uses Microsoft Word capabilities to convert Outlook emails as PDF format.
This method suits to those users the most that required, saving Outlook messages in PDF occasionally. A user is required to save the Outlook message in MHT format that can be opened in Word application where the respective message can be further save in PDF format.
VBA Macro Code
This method keeps all hyperlinks of Outlook messages in functional mode during conversion into universally compatible format.
If you do not want to convert data using this method, skip to the next technique to complete the process.
Method 3: Save Outlook Emails as PDF Using PDF Printers
Another method to export the emails to the most compatible format is using PDF Printers. By selecting from the list of printers from your machine instead of printing files on paper you can save your needed messages as PDF.
Some of the popular PDF printers used for this purpose are PDFCreator, CutePDF Writer, Foxit PhantomPDF Express and doPDF etc. Most of them are available at free of cost, but these carry a drawback that fails to maintain hyperlinks within messages after conversion into PDF format.
Discussed above are some manual ways to convert Outlook emails as PDF format, but each one carries one or another drawback.
Likewise installing Adobe Acrobat is not possible for everyone as it costs much from normal budget of the user.
Same PDF printer facility fails to maintain hyperlinks and other formatting of emails in PDF format, and Macros needs sound technical knowledge.
These methods are useful but are also time-taking and complex at the same time.
Professional Help for Converting Emails to Universally Compatible Format
If you are looking for a reliable, affordable and error free method to save Outlook emails as PDF format, then, professional help will be beneficial for you.
The tool that is mentioned above is a top notch solution to allow users to convert bulk messages in Adobe PDF format without compromising on the integrity of files.
The tool retains formatting, hyperlinks, metadata and attachments in its original form while conversion of data from Outlook.
Following are the steps for it:
1. Download the tool on your Windows OS machine and click on the Add File button.
2. Select the File or Folder option to convert Outlook emails as PDF and choose the destination path.
3. Preview all the emails in the software panel.
4. Press the Export button to finish up the procedure.
There are no restrictions on the size of the files to be exported. This software makes sure the data is securely converted without any data-loss.
Concluding Words
This article consists of all the methods available for converting the emails to universally compatible file format. If you want to export the emails without losing any data, you can use the software to save Outlook emails as PDF.
The manual methods as explained are not as useful if the need is urgent or if users do not want to waste any time learning the technicalities of the workarounds.
Frequently Asked Questions
Q.1 – How does the software help to convert the data from Outlook to universally accessible format?
Ans. – The software has the following steps:
Step 1 – Run the tool and hit the Add File button.
Step 2 – Mark the File or Folder option and browse for the data.
Step 3 – Preview all the chosen files on the software panel.
Step 4 – Hit the Export button to finish up the process.
Q.2 – Does this tool make changes in the content stored in Outlook emails?
Ans. – There are no changes made to the data and the integrity of each file is kept the same.
Q.3 – Can the emails be converted as per a certain time-duration?
Ans. – Yes, by applying the Date-filter, you can export selective emails. Set the dates from and to for choosing a certain time-zone and the emails falling under it will be converted.
Q.4 – What about the attachments that are associated with the emails? Are they exported?
Ans. Indeed. The software converts all the attachments integrated with your emails and download them as per your requirement.