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How To Save an Outlook Email as a PDF

by Hung Nguyen

You can also read this article in German, Spanish, French, Indonesian and Italian.

You can save any email you receive in Microsoft Outlook as a PDF file in a few simple clicks—and we’ll show you how.

Did you receive an important email via Outlook? Rather than pinning it to the top of your inbox—why not save it in PDF format? It’s easy.

How to Save an Outlook Email as PDF

  1. First, open up your inbox in Outlook and locate the email.

  2. Click ‘More actions’ (the three horizontal dots to the right of the sender’s email).

  3. Click ‘Print’ and on the next dialog box, click ‘Print’ again.

  4. A new modal should pop up—under ‘Destination,’ choose ‘Save as PDF.’

  5. Click ‘Save’ to save the email as a PDF to your device.


Download emails from Outlook by printing them to PDF format.

It doesn’t matter which operating system or internet browser you use—the process to save an email from Outlook to a PDF document should be the same. And instead of printing out a physical version of the email, your device will conveniently save the email as a PDF document for you to view anytime.

Beware, there are two ‘More actions’ icons on the screen. The one on top will print and save the entire Outlook inbox to the PDF file format. The second one, as illustrated, is for an individual email.

What Can I Do With My Outlook Email in PDF Format?


Anything you’d like—possibilities are endless.

PDF is one of the most accessible file formats to view, store, and share. If you wish to edit the PDF file’s content, you can convert the file to Word or Excel format—depending on the content you’d initially received. Other Microsoft Office formats such as PPT, or images such as JPG are also available via our File Converter tool.

For heavy editings, there are two options; the first: you can use our Edit PDF tool to add text and images to your saved PDF. On the other hand, had you received an image in the initial email, you can use our OCR option to extract the content of that email (in PDF format) into an editable Word document. Formatting, colors, everything will be retained—all for your needs.

And you don’t have to use Adobe Acrobat to view the content of your document. Every device has a default PDF reader for you to use. Even web browsers such as Chrome, Internet Explorer, and Safari can open your PDF files.

Thanks to coherence from Outlook’s part—whether you’re using Outlook 2007 or the latest version in 2020, the process to save an email to PDF format should be pretty similar. Otherwise—try to log onto the newest version of the software online (for free).

Hung Nguyen
Hung Nguyen
Senior Growth Marketing Manager @Smallpdf