In today’s high-tech world, converting email to PDF can be amazing and incredibly useful for achieving important information by sharing documents safely and keeping them recorded securely for future use.
PDF maintains the original structure and formatting of the email and caters to the universally readable and secure format.
Whether it is personal mail, legal documents, or business communication, converting your email to PDF ensures you will have a permanent and sharable copy.
In this guide, I have explored the simple steps to convert your emails to PDF quickly and easily, including methods that don’t require printing to ensure that it easily manages and stores valuable communication in your mail.
You will have multiple techniques you can choose from, ensuring you can easily save your emails as PDFs on any device. So let’s dive into the article.
Why to convert emails to PDF:
There are various reasons why you need to convert email to PDF. Converting your emails to PDF is a simple way to edit, share, and organize your email communications. listed below are the popular reasons:
- Offline access to email: You can access the PDF files offline at any time, even when you don’t have an internet connection.
- File organizations: Converting your email to PDF allows you to store them in an organized and labelled folder and find them later easily.
- Easy editing: Once you have converted the email to a PDF you can edit it using software like Adobe Acrobat to edit and organize your important document.
- Local backup: You can store important emails on your device in the cloud or on an external hard drive.
- File sharing: You can easily share your PDF files with anyone and can easily attach them.
How to convert email to PDF?
1. Convert email to PDF on Gmail with print option:
Convert using Gmail with print option:
Gmail offers the builtin print function which allows users to save an email as a PDF directly without any software, as well as this method saves the formatting of emails including images and hyperlinks, which makes it popular for keeping records of important conversations, using the following steps:
- Step 1: Open Gmail in your browser.
- Step 2: Open the email which you want to convert to the PDF
- Step 3: Click on the three dots in the top left corner of the email.
- Step 4: Select the print option from the drop-down menu.
- Step 5: In the print dialog box press the save PDF button.
- Step 6: Click on the same then choose a location where you want to save the file.
- Step 7: Press the OK button and the email will be saved in PDF format.
Convert email to PDF without print option:
This is the best option for users who prefer an alternative method to print, gmail allows you to download email in .eml format which will be converted to PDF using an email client.
This method is useful if you want to store all metadata while converting to PDF format.
- Step 1: Log in to Gmail and open the email you want to convert.
- Step 2: Click on the three dots in the top right corner of the email.
- Step 3: Select download message this will save the email as the .eml file.
- Step 4: Open the .eml file using an email client like Outlook or Thunderbird.
- Step 5: Click on the Export or Save as PDf option within the email client to convert the email to PDF.
2. Convert email to PDF using Outlook on desktop & web:
Using Outlook desktop app:
Outlook users can convert email to PDF simply by using the built-in print function. This process allows you to convert multiple emails in batches if required. By using the following steps:
- Step 1: Open an Outlook desktop application
- Step 2: Open the email which you want to convert
- Step 3: Click on the File and then click on the Print option.
- Step 4: Choose Microsoft Print to PDF as a printer.
- Step 5: Press the Print button and your mail will be converted to PDF.
Using Outlook web:
The following steps are used to convert Outlook via web browser:
- Step 1: Open an Outlook.com site and log in to your account.
- Step 2: Choose an email you want to save as PDF.
- Step 3: Press the three dots in the top right corner.
- Step 4: Tap on the print and select save as PDF option as the printer destination.
- Step 5: Click on the save button and enter your desired file location.
3. Convert Email to PDF on iPhone using the mail app:
This method to convert email work along with the various email providers using the iOS mail app which make sure a quick and easy PDF conversion with the following steps:
- Step 1: Open the mail app on your iPhone and open the email which you want to convert.
- Step 2: click on the Reply icon and select Print from the list.
- Step 3: It will get you to the print preview screen, use the pinch-out feature to expand the document into a full-screen view.
- Step 4: Click on the Share button which is an upward arrow on the square in the bottom left corner of your screen.
- Step 5: Choose to Save to File, then choose the save location and click on the Save button.
4. Convert email to PDF on Android using the Gmail app:
This method of converting email to PDF allows quick and easy conversion without needing third-party apps with the following steps:
- Step 1: Open the Gmail app from your Android phone and open the email that you want to convert.
- Step 2: Click on the three-dot display in the top right corner.
- Step 3: Click on the Print button.
- Step 4: Click on the Save as PDF from the printer options.
- Step 5: Click on the Save button, choose a location, and save the file.
How to convert emails to PDF without printing:
If you don’t want to use the Print option to convert the emails listed below are some options for you to convert emails to PDF:
- Use browser extension: Browsers like Chrome and Firefox use extensions like Save email to PDFf that automate the conversation process.
- Email to PDF converter: Online tools such as SmallPDF, and Cloudconvert allow you to upload an email file and convert it to PDF effortlessly.
- Third-party Converters: Adobe Acrobat and similar tools offer seamless email-to PDF-conversions with additional security options.
- Microsoft Outlooks save as features: Some versions of Outlook allow you to convert email to PDFby directly as a PDF by File and save as a PDF.
FAQ:
Q.1 Can I convert multiple emails to a single PDF?
Ans: Absolutely, You can convert multiple emails to a single PDF using tools like Adobe Acrobat to merge multiple emails to a single PDF for easy access.
Q.2 Is there any other way to automate the email-to-PDF conversion?
Ans: Yes, you can automate the email-to-PDF conversion using tools like Zapier and Microsoft Power to automatically save incoming emails as PDFs to your cloud storage like Google Drive or Dropbox.
Q.3 Can I protect PDF email with a password?
Ans: Yes, You can secure PDF emails with passwords using Adobe Acrobat, Microsoft Word, or third-party tools to add password protection.
Conclusion:
In conclusion, understanding how to convert email to PDF is important in storing essential conversions, invoices, records, and important attachments. No matter whether you use Gmail, outlook, an iPhone, or an Android device there are various ways to convert email to PDF easily.
If you prefer to skip the rinting option you can use a browser extension, online tools converters, and automation which offers excellent options.
By following the steps mentioned above guide you can convert email to PDF in secure and safe ways without disturbing its formatting. So never lose an important email again rather convert it into PDF and store it efficiently.
