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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, Italian and Portuguese.

Saving any email you receive in Microsoft Outlook as a PDF file has never been simpler. 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? That way, you can keep it with your documents in a dedicated folder and always know where to find it. It’s easy, promise.

How To Save an Outlook Email as PDF

  1. Open your Outlook inbox and locate the email.

  2. Click “More actions,” the three horizontal dots to the right.

  3. Click “Print,” and on the next dialog box, click “Print” again.

  4. In the pop-up, under “Destination,” choose “Save as PDF.”

  5. Click “Save” to save the email as a PDF to your device.

2023-07-31– How To Save an Outlook Email as a PDF

Download emails from Outlook by printing them to PDF format

The process to save an email from Outlook to a PDF document should be the same regardless of your browser. 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.

We should point out, though, that 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, the possibilities are endless.

PDF is one of the most accessible file formats to view, store, and share information. You can edit the PDF file’s content or even convert it to other formats such as Word or Excel. Other Microsoft Office formats, such as PowerPoint or images, including JPG, are also available via our file converter tool.

For editing, you can use our Edit PDF tool to edit existing text or add new text and images to your saved PDF. On the other hand, if the original email contains an image or a scan, you can use our Optical Character Recognition (OCR) option to extract the content of that email from PDF to an editable Word document. Formatting, colors, and everything will be retained.

Even though this involves the PDF format, you don’t have to use Adobe Acrobat once. Every device has a default PDF reader you can use. Even web browsers such as Chrome, Internet Explorer, and Safari can open your PDF files. You can try it out by right-clicking on a PDF and choosing “Open with.” Here, you’ll see a list of software that can open the document.

Outlook tries to keep things the same, even when they update their software. So, whether you’re using Outlook 2007 or the latest version in 2023, the process of saving an email to PDF format should be pretty similar. Otherwise, try to log onto the newest software version online for free.

Hung Nguyen
Hung Nguyen
Senior Growth Marketing Manager @Smallpdf