How to Convert Outlook Mail into PDF Format on Mac and Windows?

Saving Outlook emails as PDF on macOS and Windows is a practical way to preserve important information in a universally accessible format. While there are multiple methods to perform this task, not all are equally efficient. This article highlighted both manual and professional solutions, helping you choose the best approach for your needs. For bulk conversions or advanced features, using a dedicated tool like the PST to PDFConverter is highly recommended. It supports over 25 export formats and ensures fast, accurate results with ease, even for non-technical users.

Why Save Emails from Outlook as PDF?

PDF is a widely accepted file format developed by Adobe Systems in the 1990s. Known for its versatility and reliability, it supports various types of content such as text, images, graphics, and interactive elements. Saving Outlook emails as PDFs offers numerous benefits, especially for users managing critical data on macOS systems. Here are some key advantages:

Key Benefits of Saving Emails as PDF:

• PDFs are platform-independent and can be opened on any operating system, Windows, macOS, Linux, and even mobile devices without formatting issues.
• A PDF maintains the original structure, fonts, and formatting of your email, ensuring it appears exactly as intended, regardless of the device or software used to view it.
• PDFs are optimized for high-quality printing. They also provide a consistent on-screen reading experience with features like zoom, scroll, and page navigation.
• You can secure PDF files with encryption, password protection, digital signatures, and watermarks, making them ideal for storing confidential emails.
• PDFs can include clickable links, form fields, multimedia content, and bookmarks, enhancing user experience and functionality.
• Large PDFs can be compressed to reduce file size while retaining visual quality, making them easier to store and share.
• PDF files can be generated from a variety of sources, documents, spreadsheets, web pages, scanned files, and even emails, making them extremely adaptable.

How to Convert Outlook Mail into PDF Format Manually?

Manual Method #1: Convert Outlook Emails to PDF Using Adobe Acrobat Pro

If you have access to Adobe Acrobat Pro, you can use its built-in Outlook plug-in to save emails directly as PDF files. This method is straightforward and effective for converting individual or selected emails. Follow these steps:

1. Launch Microsoft Outlook on your system.
2. Click on the Adobe PDF tab in the toolbar.
3. Select the email(s) you wish to convert, then click on Selected Messages under the Adobe PDF options.
4. From the dropdown, choose Create New PDF.
5. Choose your desired location to save the file, rename the PDF, and then click Save.

This method works well for users with Adobe Acrobat Pro installed. However, if you don’t have access to this software or need to convert emails in bulk, consider using an automated tool for better flexibility.

Manual Method #2: Use Microsoft Print to PDF on Windows 10

If you're using Windows 10 and have Microsoft Outlook installed, you can use the built-in Microsoft Print to PDF feature to export Outlook emails as PDF files. Here’s how to do it:

1. Open Outlook and select the email(s) you want to convert.
2. Click on the File menu and then choose Print.
3. Under Printer, select Microsoft Print to PDF from the dropdown list.
4. Click on Print.
5. A dialog box will appear, choose your destination folder, enter a file name, and click Save.

Your selected Outlook email will now be saved as a PDF file in the location you specified.

Easiest Way to Save Emails from Outlook as PDF on Mac and Windows

The most efficient and hassle-free way to save multiple Outlook emails as PDFs on macOS is by using the CubexSoft PST Converter for Mac and Windows. This professional tool allows users to directly convert Outlook PST files to PDF format with attachments, while maintaining the original email structure and formatting. Convert PST files not just to PDF, but also to MBOX, EML, MSG, HTML, TXT, CSV, vCard, MHT, and more. It keeps all attachments linked to emails intact and ensures they are embedded in the converted PDF or exported along with the message. The software maintains the original folder structure during conversion so your data remains organized and easy to navigate. It was compatible with both Windows OS and macOS Ventura, Monterey, Big Sur, and earlier versions.

Final Words

This write-up has explored multiple ways to perform the Outlook Save Email to PDF process. The manual method, while effective, requires technical knowledge and is best executed under expert supervision due to its complexity. On the other hand, the automated method using a professional tool is much more straightforward, secure, and user-friendly. It allows users to save Outlook emails to PDF on Mac effortlessly and with complete accuracy. Whether you're a beginner or an advanced user, this solution ensures fast, precise, and reliable results, making it the preferred choice for hassle-free email to PDF conversion.