How to Save Office 365 Emails as PDF Documents?

  Admin ~ Modified: May 12th, 2023 ~ 6 Minutes Reading

This article provides instructions on how to save Office 365 emails as PDF documents. It provides detailed guidance to users on steps to convert Outlook 365 email to PDF format so that users can easily make email communication shareable and printable.

Nowadays, Microsoft 365 (formerly Office 365) because most popular for email communication purposes. Several users may have different needs for resolving these types of queries that we will discuss in upcoming sections.

• How to save Office 365 emails as PDF format?
• How to convert Office 365 email to PDF documents?

Causes to Export Office 365 Email to PDF Files

• Ensure Long-Term Preservation: Adobe PDF is an archival document format that can be used to ensure that emails remain readable and unchanged for several years.
• Legal and Forensic Investigation: Forensic investigators wish to save Microsoft 365 emails as PDF because the court accepts only PDF format as digital shreds of evidence. Overall PDF is suitable for all legal activities.
• Enable Easy Sharing of Emails: PDFs are universally supported and can be opened on any device or platform, making them an ideal way to share emails with colleagues, partners, or clients.
• Users & Owner Level Restrictions: You can add user-level and owner-level restrictions to protect your PDFs from copying, editing, printing, and opening. So that only an intended recipient can only access protected PDFs.
• Easily Searchable: PDFs are easily indexed and searchable, making it easy to find specific emails, information, or keywords using the CTRL+F shortcut.
• Print Compatibility: Sometimes users want to print Office 365 emails due to personal and business requirements. PDF is the best file extension that is well suitable for printing needs.

Method 1: Convert Outlook 365 Email to PDF One by One

Microsoft 365 has an inbuilt option to export unlimited Office 365 emails to PDF documents one by one. Follow the given instructions and for bulk exporting, repeat the steps.

How to Save Outlook Office 365 Email as PDF?

1. Login to your Microsoft 365 and open Outlook online.
2. Open a specific email that you want to save in PDF format.
3. Click the Three Dot icon and choose Print from the dropdown.
4. Again, hit the Print button for a particular email.
5. Select the Save as PDF option in front of the destination.
6. Browse a destination folder and press the Save button to finish.

Method 2: Save Microsoft 365 Emails as PDF in Bulk

You can also save Office 365 emails as PDF documents in batch using Adobe Acrobat and Outlook desktop programs. First, ensure Outlook and Adobe Acrobat are installed on your PC, and then follow the below-mentioned steps for completing this task effortlessly.

Phase 1: Configure Your Office 365 Account on Outlook

1. Run your MS Outlook email client on your computer.
2. Choose File > Info > Add Account option to continue.
3. Enter your Microsoft 365 email id and press Connect.
4. Now you will see Advanced Setup, choose Microsoft 365.
5. Enter a password for your Office 365 account and click Sign In
6. Stay signed in to all your apps, and hit the Ok button to confirm.
7. Your account is synchronizing, later see You’re all set message.
8. Click the Done button for adding Office 365 emails in Outlook.

Phase 2: Export Outlook Emails to PDF Format

1. Start the Microsoft Outlook client on your machine.
2. Choose the Adobe PDF option from the menu options.
3. Click the Email folder and select multiple specific emails.
4. Hit the Selected Messages or Folders option accordingly.
5. Select Create new PDF option from the drop-down.
6. Set the destination path and press Save to start conversion.
7. See the live conversion progress report and wait for completion.
8. Office 365 emails exported to PDF documents successfully.

Limitations of Manual Methods

• The first manual approach which is available free of cost allows saving Outlook 365 emails as PDFs one by one so this seems time-consuming.
• However, the second technique is capable to export Office 365 email to PDF in bulk but it requires installation of Adobe Acrobat and Outlook programs. These programs are available at a high cost.

Expert Choice to Office 365 to PDF Export Tool

Download Microsoft Office 365 Backup Software on your computer which is an excellent approach to exporting Microsoft 365 emails to PDF format in batch. This software comes with various advanced features that seem much helpful while completing tasks.

This Office 365 to PDF Export Tool is an expert choice due to its best features, simple graphical user interface, and affordable pricing. Even it comes with a free trial version so you can easily evaluate it before upgrading to the pro licenses version.

How to Save Outlook 365 Email as PDF?

1. Start Office 365 to PDF Export Tool, fill your O365 email id, and press Login.
   
2. Enter your M365 password in a specific field and click Sign In.
   
3. Use near checkboxes to enable required Office 365 folders for export.
   
4. Select PDF as a saving option from the listed saving options.
   
5. Use file naming options for renaming Office 365 documents in multiple formatting.
   
6. Multiple advance filters allow the saving of selective emails from Office 365 as PDFs.
   
7. Confirm the default destination path or use the Change button for selecting the preferred destination path.
   
8. Click the Backup button to start saving Office 365 emails as PDF documents. Please wait.
   
9. Export Office 365 email to PDF process is completed successfully.
   
10. Thereafter, it will automatically create and open a log report file that stores export details.
    
11. Lastly, Microsoft 365 to PDF Converter opens the destination folder so you can easily get the resultant data.
    

Microsoft 365 to PDF Converter Useful Features

• All-in-one software to export Microsoft 365 mailboxes to PST, PDF, MSG, EML, MBOX, etc.
• I am admin option allows you to export emails from all Office 365 user accounts to PDF at once.
• You can check and uncheck M365 folders according to your choice and save them in PDF.
• Save Office 365 emails as PDFs by date range, specific email address, and password.
• This is fully automatic software that asks only for your account credentials like email id and password.
• This software allows to save exported Adobe PDF documents at any specific destination location.
• It offers various file naming options for renaming resultant PDF documents.
• Office 365 to PDF Converter creates a log report file that stores detailed information about exported data.

Conclusion

Microsoft 365 offers a convenient way to save emails as PDFs. By using the print function in Outlook 365 and selecting Microsoft Print to PDF as the printer, users can easily save Office 365 emails as PDF format. This feature is especially useful for users in different situations. Additionally, PDFs are more secure, due to password protections. We have explained the top 3 easy ways to export Office 365 email to PDF documents, you can opt for any method and complete it accordingly.