How to export an Outlook email to PDF file?
As you know, Microsoft Outlook does not support converting an email to a PDF file directly. Usually you can apply the "Adobe Acrobat" software to do this job. However, if you have not installed "Adobe Acrobat" or other third-party add-ins, how can you export emails to PDF files? Here I will introduce two workarounds to export an email to a PDF file without "Adobe Acrobat" or other add-ins:
- If Outlook supports the Microsoft Print to PDF feature
- If Outlook doesn’t support the Microsoft Print to PDF feature
- Export multiple Outlook emails to individual PDF files in bulk
If Outlook supports the Microsoft Print to PDF feature
If you are working in Windows 10, your Microsoft Outlook provides a printer named "Microsoft Print to PDF". With this feature, you can quickly save an email to a PDF file with ease.
1. Select or open the email you will export to PDF file, and click "File" > "Print".
2. Now select "Microsoft Print to PDF" from the "Printer" drop-down list and click the "Print" button. See screenshot:
3. In the opening Save Print Output As dialog box, please: (1) specify the destination folder to save the exported PDF file; (2) type a name for the exported PDF file in the "File name" box; and (3) click the "Save" button.
Now the selected email has been exported and saved as an individual PDF file.
One click to save/export multiple emails to text/PDF/HTML/CSV files in bulk in Outlook
Normally you can export/save an email message as a text file with the Save As feature in Outlook. However, for batch saving/exporting multiple emails to individual files, you would have to manually handle each message — time-consuming and tedious! Now, Kutools for Outlook's "Save as File" feature can help you quickly save multiple email messages to individual text, PDF, HTML files, etc. with only one click!
If Outlook doesn’t support the Microsoft Print to PDF feature
Some users who don't work in Windows 10 may find that Outlook does not support the "Microsoft Print to PDF" feature. In this case, please follow the steps below to export an email to a PDF file:
1. Open Microsoft OneNote, and click the "Add Page" (or "New Page") button to insert a blank page. See screenshot:
2. Go to Microsoft Outlook, select the email, and click "Home" > "OneNote". See screenshot:
Note: You can also export to a PDF file by clicking "File" > "Print" and specifying "Send to OneNote" as "Printer".
3. In the opening Select Location in OneNote dialog box, select the new page you created in Step 1 and click the "OK" button.
4. Now the selected email has been exported to the new OneNote page. Please click "File" > "Export".
5. Highlight "Page" in the "Export Current" section, select "PDF (*.pdf)" under "Select Format", and then click "Export".
6. In the opening Save As dialog box, please: (1) specify the destination folder; (2) type a file name; (3) check the "Selected pages" option; (4) click the "Save" button.
Now the email you selected in Outlook has been exported and saved as a PDF file.
Export multiple Outlook emails to individual PDF files in bulk
If you have Kutools for Outlook installed, you can use its "Save Selected Messages as Files in Various Formats like PDF" feature to batch export multiple emails to individual PDF files.
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1. Hold "Ctrl" or "Shift" to select multiple emails you want to export, and then click "Kutools" > "Bulk Processing" > "Save Selected Messages as Files in Various Formats like PDF". See screenshot:
2. In the Save messages as other files dialog box, click the "Browse" button 
to specify the destination folder, check the "PDF format" option, and then click "OK". See screenshot:
Now you will see all selected emails are exported and saved as individual PDF files in the specified folder. See screenshot:
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