Converting Gmail or Outlook Emails to PDF: How to Save An Email as a PDF

One safe and easy way to keep track of your digital interactions is to save emails as PDFs. However, do you know the best ways to easily turn your emails into PDF files?

In this article, we’ll look into the different ways you can do to turn your emails into accessible PDF files. Let’s start!

Key Takeaways

• To save emails as PDFs in Outlook on Windows, select the email, click Print, choose Microsoft Print to PDF, and save the PDF file. On a Mac, you can convert Outlook emails to PDF by using the Print function and selecting Save as PDF.
• In Gmail, you simply need to open the email, click Print, choose Save as PDF, and save the PDF file.
• Adobe Acrobat can also be used to convert emails to PDF format easily.
• The benefits of saving emails as PDF include portability, preservation of formatting, offline access, sharing and collaboration, and reduced file size.

How to Save an Email as a PDF on Outlook on Windows

If you want to convert your Outlook email into PDF format, follow these easy steps:

Step 1: In Outlook, navigate and click your email.

Step 2: Select File and click Print in the dialog box.

Step 3: From the Printer drop-down, select Microsoft Print to PDF.

Step 4: Choose Print, then choose a folder and title to save your new email PDF.

Step 5: Click Save to store it on your computer.

How to Save Your Outlook Emails as PDF on a Mac

You can alternatively utilize the Print function on a Mac to save an Outlook email into PDF. Follow these steps:

Step 1: Open Outlook and access the email you wish to convert to PDF.

Step 2: Navigate to File and select Print and confirm your choice.

Step 3: Click the drop-down menu and choose Save as PDF.

Step 4: Name the PDF file and save the Outlook message as PDF.

How to Convert Your Email to PDF in Gmail

Save your email as PDF using Gmail by following the steps below:

Step 1: Open your Gmail inbox.

Step 2: Open the email you want to save to PDF.

Step 3: Click the print icon.

If there is no Print icon on your screen, click the three dots to bring up the Options menu and click Print.

Step 4: In the drop-down menu where the name of your printer is displayed, left-click and select save as PDF option.

Step 5: After selecting this option, click the save button in the bottom right corner.

Step 6: Choose a location to save the PDF and rename your document.

How to Use Adobe Acrobat to Convert An Email As PDF

Saving your emails as PDFs with Adobe Acrobat is simpler than you might think. It’s a great way to keep important messages safe and accessible. Here’s how you can do it, step by step.

1. Set up Adobe Acrobat on your computer
2. Once it’s set up, open the email you want to save. This could be in any email program or webmail service like Gmail or Outlook.
3. Next, look for a ‘Print’ option in your email application. Sometimes, it’s hidden under the ‘More’ or ‘…’ menus. Clicking ‘Print’ prepares your email for conversion, but instead of sending it to a printer, you’ll do something different.
4. Next, you will need to select a location to save your PDF file. You also have the option to rename the document if desired.
5. Choose “Adobe Acrobat Document (*.pdf)” from the drop-down menu for the ‘Save as type’ option.

Just like that, your email is now a handy PDF file. You can open it, share it, or keep it for reference without worrying about losing access to your email account or deleting the message by accident.

Adobe Acrobat also lets you edit the PDFs, too, so in case you need to add comments and annotate, you can easily do so with this software.

How to Convert Multiple Emails to PDF

Saving multiple emails as PDFs can be a lifesaver when it comes to keeping important information at your fingertips.

Remember, while these methods should work for saving individual or small batches of emails as PDFs, consider using dedicated email management or backup software for larger tasks.

These programs can streamline the process and offer more flexibility with your email storage and archiving needs.

Gmail

To save multiple emails together, you can use a service like Google Docs:

Step 1. Open each email and copy its content.

Step 2. Paste the content into a Google Docs document.

Step 3. Once all emails are compiled, go to File > Download > PDF Document (.pdf).

You can also screenshot each email and convert these images to PDF using a free tool available on the internet, such as Ilovepdf.

Outlook

For multiple emails, you may have to repeat the process presented above for each email as Outlook does not support batch saving of emails as PDFs directly. Then, you may compile these PDFs and save them as one big PDF file using online converters.

Benefits of Saving Emails as PDF

Saving your emails as PDFs brings a host of advantages that can streamline your communication and document handling. Here’s why transforming your emails into PDF format can be a game-changer.

Portability

Once an email is saved as a PDF, you can open it on any device with a PDF reader. This feature breaks down barriers caused by different operating systems or devices, ensuring that the information you share reaches anyone, anywhere, just as you intended.

Preservation of Formatting

Saving your email as a PDF ensures that your communication remains professional and true to its original design. 

Whether it’s the layout, fonts, images, or colors, converting emails to PDF secures every detail. This is crucial for maintaining the impact of your message across various platforms.

Offline Access

Offline access to emails offers convenience beyond measure.

Saving emails as PDFs will make sure you have your important communications at hand anytime, without the need for an internet connection. This is particularly useful for travelers or those working in areas with unstable internet.

Legal Documentation

When preserving emails for legal documentation, converting them into PDF format ensures their original integrity and Accessibility. Here are the two key benefits of saving emails as PDFs for legal purposes:

• Security and Authenticity: PDFs can be password-protected, preventing unauthorized access or alterations, thus maintaining the authenticity of the legal document.
• Ease of Sharing: PDF files can be easily shared via email or other digital platforms. This allows for the efficient distribution of important legal documentation without the risk of format changes or compatibility issues.

Archiving and Organization

Converting emails into PDF format streamlines archiving and organization processes, ensuring easy access and efficient management of important correspondence.

When you save emails as PDFs, you create a universal file format that preserves the original content and layout, making it easier to retrieve specific information when needed, which is especially useful for important emails in your inbox that you want to keep for future reference.

Sharing and Collaboration

PDFs simplify the process. Emails merged into a single PDF document make collective reviewing straightforward.

You can also share your comments or even annotate the email before sharing, facilitating clearer discussions and feedback among team members.

Reduced File Size

Converting your emails to PDF format can be a practical solution when saving space on your device or system.

Here’s why this reduction in file size can benefit you:

• Efficient Storage: PDFs take up less storage space than traditional email formats, allowing you to save more documents without worrying about running out of storage.
• Easy Sharing: Smaller PDF files are quicker to share via email or messaging, ensuring smooth communication with colleagues or clients.
• Enhanced Accessibility: Reduced file sizes make accessing and viewing emails on various devices easier, promoting seamless workflow and productivity.

Best Practices When Saving Emails as PDF

Follow these best practices will help you create efficient and professional-looking PDF versions of your emails:

Include Relevant Metadata

Consider adding key details such as sender information and date when saving emails as PDFs for effective organization and easy retrieval. This practice streamlines your PDF management process and enhances overall efficiency.

To make the most of including metadata in your PDF emails, remember these key points:

• Sender Information: Always include the sender’s email address or name in the metadata to quickly identify the source of the email.
• Date and Time: Adding the date and time the email was sent or received helps in efficiently sorting and searching for specific emails.
• Subject Line: Incorporating the email subject line in the metadata provides a quick overview of the email’s content.

Organize and Label PDFs Appropriately

Appropriately label and categorize your saved emails as PDFs for optimal organization and easy retrieval,

Here are two essential tips to help you organize and label your PDFs effectively:

• Use Descriptive Titles: Give your PDF files clear and concise titles that reflect the content of the email. This will make it easier to identify the document later on.
• Create Folders by Category: Organize your PDFs into folders based on categories such as project name, client, or date. This method helps you quickly locate specific emails when needed.

Consider File Size and Compression

When saving emails as PDFs, be mindful of the file size and consider utilizing compression techniques for efficient storage and sharing.

Large PDF files can be cumbersome to send and take up unnecessary space on your device.

To reduce the file size, you can use compression tools that maintain the quality of the content while making the file more manageable.

Most PDF readers have built-in options for compressing files, allowing you to adjust the quality settings according to your needs.

A Handy Guide to Sending Large Files Via Email – 4 Easy Methods You Can Try

Verify Content Accuracy

Ensure the accuracy of the content before saving emails as PDFs to maintain the integrity of the information being preserved.

Here are three best practices to help you verify the content accuracy effectively:

• Review for Errors: Take a moment to proofread the email content to catch any spelling or grammatical mistakes that could impact the clarity of the information.
• Check Attachments: Verify that all attachments are correctly included and accessible within the PDF to ensure the receiver can access all relevant information.
• Confirm Formatting: Double-check that the formatting of the email is preserved in the PDF version, including fonts, colors, and layout, to maintain the original look and feel.

Secure Sensitive Information

To enhance the security of sensitive information when saving emails as PDFs, consider encrypting the document with a password. This extra layer of protection helps ensure that only authorized individuals can access the content.

When setting a password, use a potent combination of letters, numbers, and special characters to increase security.

CyberLabs #2 – Password security, the reason why you should create strong passwords

Additionally, avoid using easily guessable information like birthdays or common words. Remember to store the password securely and share it only with trusted parties.

Maintain Accessibility

Consider incorporating alt text for images in the email before saving it as a PDF to ensure accessibility for individuals using screen readers.

Here are three essential practices to maintain accessibility when saving emails as PDFs:

• Use headings to structure the content, making it easier to navigate.
• Ensure links are descriptive and meaningful for screen reader users.
• Verify the reading order of the content to maintain logical flow for accessibility tools.

Conclusion

So, next time you save an essential email for future reference or sharing, remember these simple steps to save it as a PDF. Not only will you ensure the email’s formatting remains intact, but you’ll also have a convenient way to access it whenever you need.

With the benefits of saving emails as PDFs, you can streamline your email management process and improve your overall communication efficiency.

And, if you want to ensure that sending emails doesn’t give you a headache, try EmailLabs. This powerful software will help you manage email campaigns effectively and will solve your issues with sender reputation.

Frequently Asked Questions

How do I copy an entire email in Gmail?

To copy an entire email in Gmail, you just need to open the email, select all the text inside (Ctrl+A for Windows, Command+A for Mac), and then copy it (Ctrl+C for Windows, Command+C for Mac).

Can I save all my emails to my computer?

Yes, you can save all your emails to your computer using Google Takeout.

How do I download Gmail emails to my hard drive?

To download Gmail emails to your hard drive, you can use a feature called Google Takeout. It allows you to download all your data, including emails, from Google products.

Why can’t I save email as PDF Gmail?

If you can’t save an email as a PDF in Gmail, it might be due to your browser settings or an outdated browser version. Generally, you should be able to open the email, click on the print icon, then choose “Save as PDF” in the destination printer options.

What can I do if Outlook doesn’t include the option to save an email as a PDF?

If Outlook doesn’t have the built-in option to save an email as a PDF, you can use third-party tools or services to convert the email to PDF format.