How to Convert Outlook Email to PDF: Full Guide

This article provides a detailed how-to guide teach users get how to convert Outlook email to PDF, while providing an automatic backup program.


By Miya Updated on December 27, 2023

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Why Need to Convert Outlook Email to PDF?

Converting Outlook emails to PDF format offers several advantages and is often done for the following reasons:

  • Universal Accessibility: PDF is a widely accepted and standardized format. Converting Outlook emails to PDF ensures that the content can be accessed, viewed, and shared across different platforms, devices, and operating systems while preserving the original formatting.
  • Reduced File Size: PDF files can often be more compact than other formats, reducing the overall file size. This can be advantageous when storing or sending multiple emails, saving storage space and facilitating faster transmission.
  • Read-Only Format: PDFs are typically read-only, meaning that the content cannot be easily altered. This feature helps in preserving the authenticity of the original email and mitigates the risk of unintended modifications.

After understanding why you need to convert Outlook email to PDF format, next let's take a look at how to convert Outlook email to PDF. Please read carefully!

👉Auto Backup Your Outlook Emails to Prevent Data Loss

How to Convert Outlook Email to PDF

Discover the process of how to convert Outlook emails to PDF in bulkthrough our comprehensive, step-by-step guide. The method may vary depending on whether you are utilizing the Outlook application on your computer or accessing Outlook through a web browser. Our guide provides clear instructions for both scenarios.

✍Convert Emails to PDF with Outlook online

Step 1. Navigate to your inbox on and locate the email you want to convert to a PDF.

Step 2. Access the email, then click on the three dots (More actions) located at the top of the email interface.

More Actions

Step 3. Choose Print from the drop-down menu, leading to a preview of your email. Subsequently, click Print again to access the print menu.

Quick tip: Alternatively, use the shortcut control + P on Windows or command + P on Mac to swiftly open the print menu.

Step 4. Modify the page and layout settings within the print menu, mirroring the usual adjustments made when printing a document conventionally.

Step 5. In the Destination drop-down menu, opt for Save as PDF, and then finalize the process by clicking the Save button at the bottom.

Save Button

Step 6. Pick a folder and assign a title for your newly created email PDF. Ensure that Adobe Acrobat Document is chosen from the Save as type drop-down menu if it's not already selected.

Step 7. Subsequently, click the Save button to store the PDF file on your computer.

The above is how to convert Outlook email to PDF online, the following is another situation:

✍Convert Emails to PDF on Outlook on Windows 10

If you're utilizing the installed Outlook application on your PC, adhere to these straightforward steps:

Step 1. Open Outlook and locate the email you wish to process. Choose File> Print.

Step 2. In the Printer drop-down menu, opt for Microsoft Print to PDF.

Microsoft Print to PDF

Step 3. Select Print, followed by specifying a folder and providing a title for your newly generated email PDF.

Step 4. Click Save to store the PDF file on your computer.

Above is how to convert Outlook email to PDF format of all content. It is also important to backup your Outlook emails.

Accidental deletion, corruption, or system failures can result in the loss of important emails. Regular backups serve as a safety net, allowing you to recover your emails in the event of data loss. So let's see how to backup your Outlook data losslessly with the best Outlook email backup software.

Auto Backup Your Outlook Emails to Prevent Data Loss

Experience the capabilities of the robust AOMEI Backupper Professional, an effective tool for Outlook backup. This software ensures an automatic operation without encountering file-locking issues.

✔Outlook Backup Feature: AOMEI Backupper Professional provides an Outlook Backup Feature for comprehensive mailbox backup, including folders, contacts, calendar, tasks, and more. You can either back up the entire mailbox or specify specific folders.
✔Scheduled Backup Tasks: The software allows you to schedule backup tasks on a daily, weekly, monthly, or event triggers basis. Furthermore, it offers the option to wake the computer for scheduled tasks, even when the Outlook app is not in use.
✔Efficient Incremental Backup: AOMEI Backupper enables incremental backup within scheduled tasks and provides options like normal compression, ensuring efficient data backup with minimal storage space requirements..

Feel free to download this potent backup software and explore its features firsthand!

AOMEI Backupper

Easiest Outlook backup software for personal use.

Step 1. First, add the desired account to Outlook and close the application. Next, launch AOMEI Backupper Professional, and select Backup followed by Outlook Backup.

System Compatibility Note: Please be aware that the Professional version exclusively supports Windows 11, 10, 8, 7, XP, and Vista. For users operating servers, we recommend using AOMEI Backupper Server.

Outlook Backup

Step 2. To initiate the backup process, click Add Outlook data and choose the Outlook account containing the complete mailbox you wish to backup. Then, click OK.

Add Gmail

Step 3. Choose a destination for saving all Outlook emails, whether it be a local path, network or NAS location, or a cloud drive.

Select Backup Destination

Step 4. Activate a schedule for daily, weekly, or monthly backups with schedule backup, ensuring to check the option for wake the computer to run scheduled tasks.

Schedule Settings General

Step 5. Ensure that you've chosen the entire mailbox, then click Start Backup to initiate the process of backing up all Outlook emails and other items.

Start Backup

Additional Notes:
●Event triggers exclusively support backup PST files during system startup and user logon; exercise caution if your mailbox contains .pst files.
●In scheduled backup tasks, you have the flexibility to switch from "Incremental Backup" to Differential Backup, which is based on a full backup and considered safer.
●To mitigate backup disk full issues, it's advisable to delete old backup images regularly.  And you can enable the Backup Scheme feature to manage this effectively.


Through this article, I believe you must have understood how to convert Outlook email to PDF. This article provides you with a detailed guide step by step, please read carefully!

Finally, this article provides you with a professional Outlook email backup software - AOMEI Backupper Pro to provide automatic data backup for your Outlook data. Activate the scheduled backup feature to automate this task, and you have the flexibility to schedule it during off-peak hours. Additionally, the software provides the option to wake up your computer at a specified time. Why not try it now?

Miya · Editor
Miya has an excellent insight and receives professional and systematic technical training since joining AOMEI. She has a comprehensive understanding of computer issues, aiming at helping users troubleshoot all kinds of problems. A lot of computer users around the world have found her articles very helpful!