Unlike in Word, Excel and PowerPoint, I don’t seem to have an option to save my emails as pdf-files.
Is this correct and if so; How can I save emails as pdf-files anyway?
Outlook 2007, Outlook 2010, Outlook 2013 and even Outlook 2016 indeed don’t have a built-in option to save messages as pdf-files. However, there are still several ways to achieve this.
Are you using Windows 10? In that case, you should have a printer called “Microsoft Print to PDF”.
Simply print your email to this printer and you’ll be prompted to save the output as a pdf-file.
This is probably the most flexible but also the most expensive solution but Adobe Acrobat is of course the standard when it comes down to creating, editing and managing pdf-file.
Adobe Acrobat comes with a dedicated Outlook add-in which lets you convert a single message or selected messages to a pdf-file, append an already existing pdf-file or convert an entire folder at once.
There are also many options available to set the compatibility, whether or not to include the attachments in the pdf-file and configure security, encryption and password settings. Another option is to automatically convert your (new) messages to pdf-files for archiving purposes on a set interval.
Besides a dedicated Outlook PDF add-in, it also comes with a PDF printer which lets you create pdf-files from any other application as well.
View: Adobe Acrobat
Via the Adobe PDF tab in Outlook 2010, you can easily create pdf-files.
Save As PDF add-in
The Save As PDF add-in from Sperry Software provides similar functionality as the Adobe Acrobat add-in for Outlook but is probably more affordable for most as it is built specifically for this task.
Besides saving a single message or all selected messages as pdf-files at once, it also allows you to monitor folders and set conditions to create pdf-files automatically with a preconfigured naming conventions.
In addition, you can set message actions for what happens after it has been converted to a pdf-file. For instance, you can mark it as read, delete it, open an application or print it.
View: Save As PDF Add-in (discount code: BH93RF24 )
Despite having only a single “Save As PDF” button, the add-in holds a lot of settings which closely matches the Adobe PDF add-in.
Save As PDF macro
Another option is to use a VBA macro which uses Word’s capabilities to save documents in the pdf-format.
As the VBA code and installation instructions are provided for free, it offers a cost effective alternative if you only occasionally need to save messages in the pdf-format or when you are in an environment where you cannot install software yourself.
Any hyperlinks within the message will remain fully functional as well.
View: Save As PDF macro
Via a macro you can use Word’s capabilities to save messages as PDF-files as well.
PDF printers are virtual printers which you can select from your list of printers, but instead of printing to paper it produces a pdf-file. These can of course be used in any application which offers a Print function and not just Outlook.
While many of them come for free or at a small price, the downside of (most of) these solutions is that they will not maintain any hyperlinks in their output.
Some popular PDF printers are;
PDF Printers can be selected and used like any other real printer.