To save your Microsoft Outlook emails as PDF for offline use, use your desktop computer’s virtual PDF printer to print your emails in PDF format. We’ll show you how to do that in Outlook desktop and web.
Remark: As of the writing in March 2022, the Outlook mobile app does not allow you to save your emails in PDF format. You must use a laptop or desktop computer.
How the Outlook email to PDF conversion works
To download your Outlook emails as PDF, you basically print those emails using your Windows or Mac computer’s virtual PDF printer. Everything you print with this printer is saved as a PDF file; it doesn’t really print. However, you can print that PDF at a later date.
Both Windows and Mac have built-in PDF printers, so you don’t need to download or install anything on your computer.
RELATED: Print to PDF on any computer, smartphone or tablet
Convert Outlook emails to PDF on desktop
To save your emails as PDF on your desktop, launch the Outlook app on your computer.
In Outlook, locate and double-click the email you want to save as a PDF.
In the full window of your email, on the ribbon at the top, select File > Print. You can also press Ctrl+P on Windows or Command+P on Mac. This will open the “Print” window†
In the window that opens, select “Save print output as” a folder to store your PDF in. Click on the field “File name” enter the name of your PDF, then choose “Save”†
And the PDF version of your chosen email will now be saved in the folder you specified. You are done.
RELATED: Save emails (and other items) as files in Microsoft Outlook
Download Outlook emails as PDF on the web
To get your Outlook for web emails in PDF format, first launch your favorite web browser and open the Outlook site. Log in to your account on the site.
After logging in, select the email you want to save as a PDF from your email list.
When your email opens, click on the three dots in the top right corner of the email.
In the three-dot menu, click “Print.”
Select ‘Print’ in the top left corner.
Choose your computer’s virtual PDF printer and print your email. Then select a folder to save your PDF to and you’re done.
Thus, you can also save your Gmail emails in PDF format if you prefer.
RELATED: Save an email as a PDF in Gmail