Microsoft Outlook is widely used for business communication, but managing large email volumes inside Outlook isn’t always practical. Many users search for ways to export Outlook emails to PDF, especially when emails need to be stored, shared, or submitted for official use.
Common questions users ask include:
- Can you export Outlook emails to PDF in bulk?
- How to export multiple emails from Outlook to PDF with attachments?
- How to mass export emails from Outlook to PDF files?
If these questions sound familiar, this guide walks you through both basic and advanced ways to save Outlook emails as PDF, based on real user needs.
When Do You Need to Export Outlook Emails to PDF?
Users typically convert Outlook emails into PDF format when:
- Emails must be preserved for legal or audit purposes
- Multiple emails need to be shared as non-editable files
- Outlook mailbox size is growing too large
- Emails are required for offline access
- Attachments must remain intact with the message
PDF is a stable, universally accepted format that keeps email content readable and secure over time.
Available Methods to Convert Outlook Emails into PDF File
There are two practical ways to export emails from Outlook into PDF:
- Method 1: Manual Export (Best for Single Emails)
- Method 2: Bulk Export Using a Professional Tool
Let’s explore both so you can decide what fits your situation.
How to Convert Outlook Email to PDF Free?
Manually, you can export emails from Outlook to PDF using the Outlook Print command. Let’s discuss the procedure in detail with screenshots.
Step 1. Launch your Outlook email client on your system.
Step 2. After that, open the email that you want to save as a PDF format.
Step 3. After that, click on File and choose the Print option.
Step 4. From the Print option, choose the Microsoft Print to PDF option.
Step 5. Name your file and click on the Save button.
Here you save a single Outlook email to PDF format with attachments. If you want to export multiple emails, then you need to repeat the given steps for each email.
Limitations of the Manual Method
- Saves only one email at a time
- Not suitable for large mailboxes
- Time-consuming for multiple emails
- Folder structure is not preserved
If your goal is to export all Outlook emails to PDF, the next method is far more efficient.
How to Export Multiple Emails from Outlook to PDF Files?
To print multiple Outlook emails to PDF at once, use the Xtraxtor Outlook Converter tool. Using this tool, you can batch export Outlook emails to .pdf format without any data loss. With its simple user interface, one can transfer all emails to PDF file without any error. If you want to export selective emails from your Outlook account, then you can use various filters – to, from, cc, bcc, name, date, time, has attachments, etc.
Click on the free download button and check its working process.
Steps to Mass Export Emails from Outlook to PDF
Follow the given instructions to export multiple Outlook emails to individual PDF files in bulk.
Step 1. Install and run the Xtraxtor Outlook Converter tool on your Windows OS.
Step 2. After that, click on Open >> Email Data File >> OST File >> Select File from Folder.
Step 3. Here you can view your Outlook emails before exporting them.
Step 4. Then, click on Export and choose PDF format.
Step 5. If you want, you can select the email folders and export only the selected data.
Step 6. At last, browse the location to save the exported data file and hit the Save button.
Done! Here, complete the proces,s and you export Outlook emails to PDF format with attachments.
Why Users Prefer This Method for Outlook to PDF Conversion
This approach is built around real-world user requirements:
- Maintain Folder Hierarchy: With this software, you can export Outlook emails without affecting their folder and sub-folder hierarchy. All the emails will be transferred to the same folder without any alteration.
- Email Filter Options: The tool offers various outstanding features that help in specific email export. One can apply filters such as – to, from, cc, bcc, date, time, has attachments, name, subject, etc.
- Save Emails with Attachments: This tool will export Outlook emails to PDF with attachments. Thus no need to worry about your attachments, since this software saves them along with emails.
- Windows-Supportive: The utility supports all Windows OS systems. You can install and open this tool on Windows 11, 10, 7, Vista, XP, and all other previous versions.
- Multiple Saving Options: With this tool, you can save Outlook emails into various file formats. It will export Outlook emails to PST, CSV, HTML, and various other file formats.
Conclusion
This blog is a complete guide that gives the perfect solution to your query: how to export Outlook emails to PDF format? Here we mention two different approaches to save all emails from Outlook to PDF format with attachments. You can opt for any of the solutions from the above-explained methods.