Convert and Save Office 365 Emails as PDF Format Instantly

While collaborating with an external consultant, the manager receives a confidential Office 365 email chain. Without compromising confidentiality, the manager save Office 365 emails as PDF and shares them with them. In this detailed guide, we’ll provide a step-by-step explanation of how to save Office 365 emails in PDF format. Also, by using the Cigati Office 365 Backup Tool, one can achieve results with no data loss. Along with this, we’ll look at the manual methods as well. Now, let’s get started and explore the methods and find the one that works best for you.

Need to Convert Office 365 Emails to PDF Format

The Outlook 365 emails to PDF conversion is crucial for better security and improved accessibility. Below are the reasons users consider converting to PDF:

• In legal or compliance purposes, preserving emails in a PDF format ensures authenticity.
• Converting to PDF format allows for smooth sharing across platforms.
• To archive old email communications, it is best to save the Office 365 emails to PDF format. A PDF format offers an organized and accessible solution. 
• Conversion to PDF helps keep the original structure of emails intact. This also maintains the layout consistency and readability.
• When compiling project reports, saving emails as PDFs presents a well-formatted copy of emails. 

How to Save Office 365 Emails as PDF Format?

There are multiple ways to save Office 365 emails to a PDF format. In this section, we have explained two of them. Read on to learn how each of these methods works.

Method 01: Using the “Print to PDF” Option

This is the simplest method to save Outlook 365 emails as PDF file format. It works on the Outlook Web Application only. It is suitable for users who want to quickly convert a few emails to PDF.

These are the following steps to follow to begin the process:

1. First, open the Outlook application on the web on your system.
2. Now, go to the email that you want to convert and open it.
3. After that, click on the File tab and choose the Print option.
4. Next, in the Printer section, select Print to PDF.
5. At last, hit the Print button, set the saving location, and save the PDF file.

Limitations: With this process, users can save the emails one by one at a time. This, in turn, takes a lot of time. Also, it saves only the emails, not the attachments. Moreover, some manual formatting is required in the resultant file.

Method 02: Save as HTML and then Convert to PDF

This method involves two steps to export Office 365 emails to PDF. The process involves first, saving your Office 365 emails as HTML and then converting them to PDF. 

Use the following steps to initiate the process:

1. In Outlook 365, open the desired email that needs to be converted.
2. Now, go to the File tab and choose the Save as option.
3. After that, in the Save as type list, select HTML. 
4. Next, specify the destination location and save the converted file. 
5. Then, open this saved HTML file in any web browser.
6. Once the email opens up, press Ctrl+P to open the Print dialog box.
7. Choose the Save as PDF option click on Save.

Limitations: In the converted PDF file, the layout may vary. You have to manually make the formatting corrections. The process has multiple steps, which become inefficient for converting large mailboxes.

Instantly Save Office 365 Emails as PDF File Format

The Cigati Office 365 Backup Tool offers a secure and efficient way to save and back up emails as PDFs. Also, the tool converts or backs up to other file types like PST, MBOX, EML, and many more. Besides this, it exports to multiple email clients like Gmail, Yahoo, Thunderbird, etc. During this entire conversion process, it makes sure to maintain data integrity and reliability. 

Simplified steps to convert Office 365 emails to PDF:

1. First, download and install the application on your computer.
2. Now, go to Backup > Continue and sign in with your Office 365 account credentials.
3. Then, choose the mailbox from the Mail list and click on Next.
4. After that, pick the required folders from the tree structure and tap Next again. 
5. Furthermore, choose File Format and select PDF from the dropdown list.
6. Then, opt for the extra features and choose the destination location. 
7. At the end, click on the Convert button to complete the conversion. 

Conclusion

The Outlook 365 emails to PDF ensure strong security features and accessibility. This comprehensive blog will detail how users can save Office 365 emails as PDFs. Above, we have presented two manual methods that work well for saving a few emails. On the other hand, for instance, and having emails in bulk, choose Cigati Office 365 Backup Tool. This tool efficiently converts the emails to PDF format without any data loss.

You May Also Read: Export Office 365 to MBOX

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