How to Save a Microsoft Outlook Email as a PDF (Desktop and Mobile)

Quick Tips

• On Windows: Open the email, click the three-dot menu, select Print, choose Microsoft Print to PDF, and save.
• On Mac: Open the email, right-click, select Print, choose Save as PDF, and set a password if needed.
• On Mobile: Open the email, tap the three-dot menu, select Print Conversation, hit the Share button, and save to files.

1. Outlook for Windows

Step 1: Open the Microsoft Outlook app on your Windows computer.

Step 2: Select an email you want to export as a PDF.

Step 3: Click the more actions menu in the top right corner (it looks like a three-dot menu).

Step 4: Select Print from the context menu.

Step 5: It will open the print interface. Click Print in the top left corner.

Step 6: Select Microsoft Print to PDF from the printer menu.

Step 7: Make layout changes, select pages to export as PDF, and hit the Print button at the bottom.

Step 8: Select your preferred location on the computer to export the PDF. Enter a file name and hit the Save button.

After you convert an Outlook email into a PDF, use the best Windows PDF editors to make changes before sending it to a client or employee. If you want to do the same on Mac, continue reading.

2. Outlook for Mac

Step 1: Open Outlook on Mac.

Step 2: Open an email you want to download.

Step 3: Right-click on an email and select Print from the context menu.

Step 4: Expand the PDF menu at the bottom and select the Save as PDF option.

Step 5: Enter the file name and tags if required, and select a download location.

If you are downloading a confidential email, you should password-protect it before hitting the save button.

Step 6: Select Security Options and enable the checkmark beside Require password to open document.

Step 7: Enter the password, verify it, and press OK.

Step 8: Select Save and download the email as a PDF.

You can use the Preview app or Adobe Acrobat Reader DC on Mac to make several changes to the PDF file.

3. Outlook on Mobile (Android and iOS)

The steps are the same for both Android and iOS. For demonstration, we are going with the iPhone. However, if you are an Android user, follow along.

Step 1: Launch Outlook on your iPhone or Android.

Step 2: Open an email and tap the three-dot menu at the top.

Step 3: Select Print Conversation.

Note: On Android, tap Print.

Step 4: Outlook will open Print Options. Hit the Share button beside it.

Step 5: You can directly share Outlook email in PDF format with contacts or select Save to Files.

Note: On Android, tap on the three-dot icon and choose Save as PDF.

Step 6: Select a device folder from the following menu and hit the Save button in the top-right corner.

That’s it. Your PDF file is now ready to share on your iPhone or Android.

You can always forward your Outlook emails. However, not everyone prefers to receive information by email. You can export an email as a PDF on Windows, Mac, or iPhone and share it without any issue.