Storing emails in PDF format can be beneficial in various ways. Best of all, it displays emails in an easily readable format that can also be printed. This isn't easy to do through popular email providers and that's why we're going to be explaining how to save an email as a PDF on Outlook, Gmail, and Yahoo.
Our first focus will be on saving Outlook emails in a PDF file, and there are several solutions that you can use to do this.
iMyFone ScanOutlook is by far the best way to save email as PDF in bulk. Aside from being easy to use in every regard, it has a number of impressive features:
Save Outlook emails as PDF in bulk
Find the emails that were permanently deleted from Outlook before saving
Preview emails before saving as PDF and selectively save them
Also saves emails in PST, RTF, HTML, EML, and MSG formats
View and export email data like contacts, tasks, notes, attachments, etc.
Compatible with all versions of Microsoft Outlook
The ability to save in bulk may not seem like an incredibly important feature, but it makes saving multiple emails as PDF significantly less of a hassle. So, how can it be used in this way?
Step 1. Download iMyFone ScanOutlook, install it, and launch the program.
Step 2.Unless you have changed the Outlook installation location, iMyFone ScanOutlook will automatically locate the default Outlook data file. Select the data file and click on "Repair".
Step 3. After a few minutes the emails and other data found in the file will be displayed. Locate and check the box next to whichever emails you want to save as PDF. And click "Export Selected".
Step 4. Select "PDF" as the save format. Then press the "Browse" button to choose a save location and lastly, click on "Export".
Being able to preview the emails before you save Outlook email as PDF is just an added benefit.
If you'd rather not use additional software and you use Microsoft Outlook 2010 or above, this next method will walk you through how to save Outlook email as PDF. Unfortunately, this isn't a default format that is included with Outlook.
Since the process is different for various Windows versions, here's how to do it on Windows 10.
Step 1. Launch Microsoft Outlook and open the email to save as PDF.
Step 2. At the top-left click on "File" followed by "Print".
Step 3. From the printer drop-down menu select "Microsoft Print to PDF" and click "Print".
Step 4. Enter a filename in "Save Print Output As" and click "Save" to finish.
For users of earlier Windows versions, follow this next set of steps instead.
Step 1. Launch Outlook and open the email.
Step 2. Click on "File" from the menu at the top and choose "Save As".
Step 3. Specify a folder as the save location and type a file name too.
Step 4. Click the "Save as type" drop-down menu, select "HTML", and click "Save".
Step 5. Use the file explorer to locate the HTML file.
Step 6. Right-click the file and hover over "Open with", and select Microsoft Word.
Step 7. On Microsoft Word, click "File" and go to "Save As".
Step 8. Finally, click the file format drop-down menu and select "PDF or XPS". Press "Save" to create the PDF file.
Obviously, there's a lot more to the second guide here, but it still shows how to save an email as a PDF.
If you're using Outlook 2007 specifically then there's a different solution to the previous two which you can consider using.
Step 1. Copy the email content to a Word document.
1. Open Outlook and open whatever email you are saving as PDF.
2. Left-click on the email's body and press the keyboard shortcut CTRL + A.
3. Once all of the content is selected, press CTRL + C to copy it.
4. Next, open Microsoft Word and create a new document.
5. Use the CTRL + V shortcut to paste the email into this file.
Step 2. Go to "File > Save As" and enter a name for the email, and choose PDF format.
When we use this method for Outlook save email as PDF, it isn't efficient and requires a lot of manual effort. More so if we compare it to iMyFone ScanOutlook.
Perhaps you don't have Outlook installed on your computer. In that case, you can save emails as PDF from Outlook Web.
Step 1. Open a browser and type "Outlook.com" in the address bar. Sign in with your account.
Step 2. Search the emails and open the one to save in PDF.
Step 3. At the top-right, click the "..." icon and select "Print".
Step 4. Click "Print" above the email.
Step 5. When selecting a printer, click "Print to PDF" or "Save as PDF".
Step 6. Press the "Save" button and a PDF will be downloaded.
The big benefit of this method is that you can get email PDFs from a browser, rather than downloading an extra program. However, bulk saving to PDF isn't possible.
Gmail users don't have to worry about the previous methods. Instead, they must learn about Gmail save email as PDF.
Step 1. Head to "Mail.Google.com" and sign in to your Google account.
Step 2. Find and click the email you are saving to PDF.
Step 3. Next to the reply icon, click the printer icon.
Step 4. On the print prompt, press "Change..." below the printer and switch to "Save as PDF".
Step 5. Click on "Save" and your new PDF will begin downloading.
This process is similar to Outlook Web and offers a hassle-free way to download emails in PDF from an internet browser.
Last of all is how to save Yahoo email as PDF, a less popular email platform but downward reputable one.
Step 1. Use an internet browser to open "Mail.Yahoo.com" and log in.
Step 2. Locate and click the respective email.
Step 3. At the top-right, click on "More > Print".
Step 4. Change the printer to "Save as PDF".
Step 5. Press "Save" and your Yahoo email will download in a PDF file.
There isn't much to this process either. The biggest limitation is that downloading them in bulk isn't easy to do.
Overall, whenever you want to know how to save an email as a PDF, the best choice is iMyFone ScanOutlook. With this program, you can view all of your emails and easily save them as PDF. Most importantly: saving emails in bulk is possible with ScanOutlook, unlike the other solutions.
By Simon Marcus , to Outlook Repair
Updated on Dec 16, 2019