Download Outlook Email as PDF: A Comprehensive Guide

Outlook Email as PDF

In today’s digital age, managing and preserving our important emails has become crucial. Microsoft Outlook, one of the most popular email clients, provides numerous features to help users organize their emails efficiently. However, there are situations where you may need to download your Outlook emails as PDF files for various purposes. In this article, we will explore the importance of downloading Outlook emails as PDFs and provide you with a step-by-step guide on how to do it effectively.

Methods for Downloading Outlook Emails as PDFs

Using Microsoft Outlook’s Built-in Features

Microsoft Outlook offers a built-in feature that allows you to save emails as PDFs without the need for external tools or software.

  1. Open Microsoft Outlook and select the email you want to convert.
  2. Click on “File” and choose “Save As.”
  3. Select “PDF” as the file format and specify the location to save the PDF.
  4. Click “Save.”

Utilizing a PDF Printer

You can use a PDF printer to convert your emails to PDF format. This method is suitable for users who want more control over the conversion process.

  1. Install a PDF printer of your choice.
  2. Open the email in Outlook.
  3. Choose the PDF printer as your printer option.
  4. Click “Print” and specify the location to save the PDF.

Using Online Email Conversion Tools

Online email conversion tools provide a convenient way to convert and download outlook email as pdf without the need for additional software installation, such as MultCloud. This tool can help you connect all your email accounts to one platform, and save emails and attachments to local devices or cloud accounts.

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Schedule: Automatically save emails and attachments to cloud accounts.

Multiple: Quickly download all emails to a computer or other external drives.

✅Convert: Directly convert emails to the PDF format.

  1. Visit the MultCloud website. Sign up for a free MultCloud account, and log in to your MultCloud account.

2) Tap “Add Email”, select “Outlook” and follow the prompts to add your Outlook account.

Note: You can also add your cloud account to MultCloud, so as to backup Outlook emails to Google Drive or other cloud services.

Select the specific emails or labels you want to download. After setting the download options, click “OK” to start the process, and the tool will save your emails as PDF files automatically.

Also, as a professional cloud-to-cloud transfer, sync, and backup tool, MultCloud can help easily migrate data across different cloud accounts.

Benefits of Saving Outlook Emails as PDFs

Saving Outlook emails as PDFs offers several benefits, including:

  • Easy sharing and printing.
  • Universal compatibility.
  • Data preservation.
  • Legal compliance.
  • Enhanced security and privacy.

Tips for Organizing and Managing PDFs of Outlook Emails

To keep your PDFs organized, create a system that allows you to easily locate specific emails when needed.

  • Compatibility and Accessibility: PDFs are universally accessible on various devices and operating systems, ensuring that your emails remain readable regardless of the platform.
  • Security and Privacy Considerations: Take precautions to protect the privacy of your converted Outlook emails by setting passwords or using encryption if necessary.


In conclusion, downloading Outlook emails as PDFs is a valuable practice for preserving data, ensuring legal compliance, and simplifying sharing and printing. Whether you choose to use Outlook’s built-in features, a PDF printer, or an online conversion tool, the process is straightforward and advantageous. By following the tips and best practices provided in this article, you can enhance your experience and safeguard your valuable email communication.

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MultCloud Key Takeaways

1. Is MultCloud a free service?

Yes, MultCloud offers a free plan with essential features, and premium plans are available for more advanced functionality.

2. Can I convert multiple emails to PDF at once?

Absolutely. MultCloud allows you to select and convert multiple emails to PDF in a single transfer.

3. Is MultCloud safe for transferring sensitive data?

MultCloud prioritizes data security and uses encryption protocols to safeguard your information.

4. What cloud storage services are compatible with MultCloud?

MultCloud supports a wide range of cloud storage providers, including Google Drive, Dropbox, OneDrive, and many others. So, you can easily transfer Google Drive to S3 or other clouds.

5. Can I access MultCloud on mobile devices?

Yes, MultCloud offers a mobile app for both Android and iOS platforms, making it convenient to manage your cloud storage on the go.

Anand Narayanaswamy is the editor-in-chief of Netans. He was recognized as a Microsoft Most Valuable Professional (MVP) for 9 years (2002 to 2011) and again as a Microsoft MVP in Surface under Windows and Devices in January 2024. He worked as a Chief Technical Editor with ASPAlliance and was part of ASPInsider program. Anand has published several articles and reviews related to various software and hardware products for various software and technology related websites. He is also active on social media and also participates as an Influencer for various brands. Anand can be reached at

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