You may need to save an Outlook email as a PDF for archiving, sharing, or printing. Outlook has a built-in print-to-PDF feature that works on Windows 10 and Windows 11. This article explains the steps to create a PDF from any email message.
Key Takeaways: Saving an Outlook Email as a PDF
- File > Print > Microsoft Print to PDF: The primary method to save an email as a PDF file from the Outlook desktop app.
- Ctrl+P keyboard shortcut: Opens the Print dialog directly from an open email window for a faster workflow.
- Print Options > Page Setup: Controls the PDF layout, including paper size, headers, and footers before saving.
Overview of the Save as PDF Feature
Outlook uses the Windows print system to create PDF files. When you select the Microsoft Print to PDF virtual printer, Outlook sends the email content to it. The printer driver then generates a PDF file instead of sending data to a physical printer. This feature is available in all modern versions of Outlook for Microsoft 365 and Office 2021/2019.
You can convert any email, including its attachments, headers, and body text. The process works from the main Outlook window or from a message opened in its own window. You should have the latest Windows updates installed for the best compatibility with the PDF printer driver.
Steps to Save an Email as a PDF
- Select the email
In your Outlook mailbox, click once on the email you want to convert. You can also double-click to open it in a separate window. - Open the Print dialog
Go to File > Print in the Outlook ribbon. A faster method is to press the Ctrl+P keyboard shortcut. - Choose the PDF printer
In the Printer section, click the drop-down menu. Select Microsoft Print to PDF from the list of available printers. - Adjust print settings
Click the Print Options button. Here you can set print style, include attachments, and choose the number of copies. For layout control, click the Page Setup button to modify margins, headers, or footers. - Save the PDF file
Click the Print button. A Save Print Output As dialog box will appear. Navigate to your desired folder, type a file name, and click Save. Your email is now saved as a PDF document.
Method for Multiple Emails at Once
- Select multiple items
Hold down the Ctrl key and click each email you want to include in one PDF file. - Open the Print dialog
Press Ctrl+P or go to File > Print. The dialog will show the print style for multiple items. - Choose a table style
In Print Options, under Settings, select Table Style or Memo Style. This prints each selected email one after the other in the single PDF document. - Print to PDF
Set the printer to Microsoft Print to PDF and click Print. Name and save the combined PDF file.
Common Mistakes and Things to Avoid
PDF File Saves in the Wrong Location
Windows often defaults to the Documents folder for saving PDFs. Always check the folder path in the Save Print Output As dialog before clicking Save. You can create a new folder directly from this dialog for better organization.
Email Formatting Looks Wrong in the PDF
Complex HTML emails with custom fonts may not render perfectly. Before printing, use the Print Preview in the dialog to check the layout. Adjust the print style in Print Options from Memo to Table Style for a simpler text-based output.
Attachments Are Not Included in the PDF
The default print style does not automatically include file attachments. In the Print Options dialog, look for a checkbox labeled Print attached files. Enabling this option will append the attachments to the end of the PDF document.
Save as PDF vs Other Export Methods
| Item | Save as PDF (Microsoft Print to PDF) | Save as File (MHT/HTML) |
|---|---|---|
| Primary Use | Creating a read-only, universally viewable document for sharing or printing | Saving an editable web archive for offline viewing within a browser |
| File Format | Portable Document Format (.pdf) | MIME HTML (.mht) or standard HTML with folder |
| Attachment Handling | Can be appended as pages to the PDF | Saved as separate files in a folder |
| Editing After Save | Not possible without dedicated PDF software | Possible with any text or HTML editor |
| Access Path in Outlook | File > Print > Microsoft Print to PDF | File > Save As |
You can now reliably save any Outlook email as a PDF file for official records or distribution. Use the Ctrl+P shortcut to access the print menu quickly. For advanced control over the final document, explore the Page Setup options to add custom headers or adjust scaling before saving.