How to Save an Outlook Email as a PDF

If you’re an office worker, a business owner or anyone who uses a PC or laptop for work, it can really pay to know how to save emails as PDFs. Not only can this skill help cut out unnecessary admin, it can also improve the quality of your work.

To discover how to export Outlook emails to PDF, read our handy guide.

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What you’ll learn.



Quick list: downloading an Outlook email as a PDF.

Saving Outlook emails as PDF docs can be done in three quick and easy steps.

  1. Find your email. In your inbox, open the email that you wish to save as a PDF.
  2. Select Print. Left click the more options icon and select the print option.
  3. Finish up. When the print menu pops up, change the destination of the document from your local printer to Save as PDF and finally hit the blue Save icon to save the email to your PC or laptop.

In detail: how to save Outlook emails as PDF documents step by step.

Learn how to export an Outlook email as a PDF with our complete step by step guide.


1. Open up your inbox in Navigate to the email that you would like to save as a PDF by left clicking it.


2. Open the email. Click the 3-dot symbol in the top right-hand corner of the screen.

3. A drop-down menu will then appear with a range of options to choose from, left click Print.

4. Select the Print icon in the top left-hand corner of the drop-down menu.

5. Clicking this will bring up the Printing Menu. You will notice in the top right-hand corner a drop-down menu titled Destination with the name of any connected printers.

6. Left click this tab and change the destination from the local printer to the Save as PDF option. This will change the blue icon at the bottom right of the page from Print to Save.

7. This will open a tab on your computer as shown below which will allow you to select the location of the new PDF and to rename it. Select Adobe Acrobat Document (*.pdf) from the Save as type drop-down menu if it is not already selected.

8. Click Save, locate the new document on your computer and open it with Adobe Acrobat to check that it has saved correctly.

Benefits of converting an Outlook email to a PDF. 

Here are three benefits to saving emails as PDFs.

  • Organisation. It’s easier to store and file important information between yourself and clients. No longer will you have to search through archived conversations or accidentally delete vital emails.
  • Professionalism. Adobe Acrobat allows you to view PDF documents and edit them. After converting emails to PDFs, you will be able to combine them with other documents, make amendments to them, annotate them and even sign them. If you are corresponding with clients, well-presented, edited PDF documents will give a more professional feel.
  • Continual accessibility. Now that you have the ability to save Outlook emails as PDF documents, you can store them on your PC or laptop and even on your mobile device. Simply email them to your smartphone or tablet and download them or transfer them via wired connection. This will mean that anywhere you are, you can always access your important documentation - even without a Wi-Fi connection. 


If you have further queries not covered in our handy guide, take a look at some of our most frequently asked questions.

Can I download emails in PDF format on other platforms?


Almost every email provider has the facilities to allow users to download emails as PDF. The specific steps may vary from one provider to another but the same principles apply.


If you have Adobe Acrobat, open the programme and select Tools > Create PDF.

Can I download multiple emails in PDF format?


You can download multiple emails as PDF - however, you will have to download each email individually. Once you have downloaded all of the emails that you want into PDF format, you can then merge them together into one PDF using Adobe Acrobat.

Can I download Outlook emails on Mac?


The steps are identical between Windows and Mac. Just follow the advice in the steps and you will be able to download your email as a PDF easily.


Related Acrobat content.

Try our other tips and guides to make the most of Acrobat.

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