How to Save an Email as a PDF in Outlook (and Print It)
You need an email as a PDF, for a record, a claim or someone who doesn’t use Outlook. Outlook has no Save as PDF button, but on a computer every version can do it through Print. The same steps print the email on paper.
In short: open the email and choose Print, then pick a PDF printer instead of a real one. In classic Outlook for Windows, go to File > Print and choose Microsoft Print to PDF. In new Outlook and Outlook on the web, select Print on the Home tab, select Print at the top of the preview if one opens, and choose Microsoft Print to PDF (in a browser, its Save as PDF option also works). On a Mac, go to File > Print, select the arrow next to PDF, then Save as PDF. Choose a folder and a file name, and select Save. To print on paper, pick your printer at the same step. The PDF holds the message, not its attachments, so save those separately.
Where to Find Print and Save in Each Outlook
| Outlook | Save as PDF | Save as a mail file |
|---|---|---|
| New Outlook for Windows | Home > Print, then Print in the preview and Microsoft Print to PDF | More actions > Save as |
| Classic Outlook for Windows | File > Print, then Microsoft Print to PDF | File > Save As (several formats, including HTML) |
| Outlook on the web and Outlook.com | Home > Print, then Microsoft Print to PDF or the browser’s Save as PDF | More actions > Download (.eml or .msg) |
| Outlook for Mac | File > Print, then PDF > Save as PDF | Not described by Microsoft |
| Outlook for iPhone and Android | Not in Outlook. Print from More options, then use the phone’s own print screen | Not described by Microsoft |
How to Save an Email as a PDF in New Outlook for Windows
Microsoft’s save article says new Outlook doesn’t offer PDF as a save type, so you print to a PDF instead. Microsoft Print to PDF is the PDF printer built into Windows.
- Select the email.
- Select Print on the Home tab. A print preview opens.
- Select Print at the top of the preview to open the print dialog.
- In the Printer list, select Microsoft Print to PDF, then select Print.
- In the Save Print Output As box, choose a folder, enter a file name, and select Save.
If you don’t see Print on the Home tab, open the message’s More actions menu (...) and select Print there. This also works on the web. If neither matches your screen, you may be on classic Outlook.
How to Save an Email as a PDF in Classic Outlook
Classic Outlook doesn’t list PDF under Save As either. Use Print:
- Open the email, then select File > Print.
- From the Printer list, choose Microsoft Print to PDF, then choose Print.
- In the Save Print Output As box, choose a folder, enter a file name, and choose Save.
Nothing prints on paper. The PDF is saved in the folder you chose.
How to Save an Email as a PDF in Outlook on the Web and Outlook.com
The web steps are the same for work or school accounts and personal Outlook.com accounts:
- Select the email.
- Select Print on the Home tab. If a preview opens, select Print at the top of it. Your browser’s print dialog opens.
- Choose the PDF printer. Microsoft names Microsoft Print to PDF, which Windows provides. Your browser’s own PDF option works too, and it is the one to use on a Mac or any computer without Windows’ PDF printer. In Microsoft Edge it is the Save As PDF printer in the same list, which Microsoft’s Edge help names as an alternative to Microsoft Print to PDF.
- Select Print or Save, then choose a folder and a file name.
How to Save an Email as a PDF in Outlook for Mac
From Microsoft’s PDF article:
- Open the email, then select File > Print.
- In the print window, select the arrow next to PDF.
- Select Save as PDF.
- Choose a location, enter a file name, and select Save.
Saving an Email as a PDF on iPhone or Android
The Outlook app has no PDF option. Microsoft’s help for the app puts Print under the three dots, More options, at the top right of a conversation, and says it applies to the whole conversation. Anything after that, including saving a PDF, happens in your phone’s own print or share screen, which is outside Outlook. Microsoft gives no steps for it.
If you don’t see Print in the app, use Outlook on the web or a computer.
How to Print an Email in Outlook
Printing on paper is the same path. Pick your printer instead of the PDF one.
- Classic Outlook: select the email, then File > Print or Ctrl+P. Choose Memo Style, then Print. Table Style prints a list of messages, not the email itself.
- New Outlook: select the email, select Print on the Home tab, then Print again at the top of the preview. In the Print dialog, choose a printer, a layout and the pages, then select Print.
- Outlook on the web and Outlook.com: select the email and select Print on the Home tab. If a preview opens, select Print at the top of it. Then choose a printer, layout and pages in the Print dialog.
- Mac: File > Print, then choose your printer.
Why a Printed or PDF Email Looks Wrong or Is Cut Off
Microsoft’s print article and its article on printing part of a message describe the settings that change how a printout looks:
- Edges cut off, wrong size or orientation (classic Outlook): in File > Print > Print Options, open Page Setup to change margins, orientation, paper size, fonts, and the header and footer. Properties next to the printer also sets orientation and paper.
- Edges cut off (new Outlook, web): try another layout in the Print dialog.
- A picture in the email doesn’t print (new Outlook, web): Microsoft says you can’t currently print a picture from the body of a message. Right-click it, select Save image as, then in File Explorer right-click the file and choose Print. If the picture looks cut off there, clear Fit picture to frame.
- A long email or thread: in classic Outlook, choose the pages under Page Range in Print Options, and select Preview first to see which ones you need. On a phone, Print covers the whole conversation.
- Only part of an email (classic Outlook): open the message, go to Message > More Move Actions > View in Browser, select the part you want in the browser, open Print, and under Page Range choose Selection.
- The printer itself misbehaves: Microsoft points you to the printer maker’s manual or website.
Are Attachments Included in the PDF?
Microsoft’s PDF steps save the message only, and none of them say attachments go into the PDF. Save the attachments as their own files.
- Classic Outlook: select the arrow next to the attachment and choose Save As for one file, or Save All Attachments for every file in the message. They go to your Documents folder unless you choose another, per Microsoft’s attachments article.
- New Outlook and the web: open the menu next to the attachment and choose Download, Save to OneDrive, or Download all.
- Mac: Microsoft’s Mac attachments article describes Download for one file and Download All for all of them.
To print attachments on paper with the email in classic Outlook, tick Print attached files in Print Options. The setting stays on until you clear it. In new Outlook and on the web, open the attachment with Preview and select Print, as Microsoft’s attachment printing article describes. Files Outlook can’t preview have to be opened in their own app first.
Can You Save Several Emails as PDFs at Once?
Not as a built-in feature. Microsoft documents saving a PDF one message at a time. To keep many emails in one file, classic Outlook can export a folder or a whole mailbox to an Outlook Data File (.pst) through File > Open & Export > Import/Export > Export to a file. New Outlook can export email through Settings > Files > Export, per Microsoft’s export article. A .pst file opens in Outlook, not in a PDF reader.
Other Ways to Keep an Email: .msg, .eml, HTML and Text
- Classic Outlook: open the email, select File > Save As, and pick a format in the Save as type list. Microsoft says saving as HTML keeps the formatting, images, links and the From, To, Cc and Subject lines, and you can open that file in Word to make a .docx.
- New Outlook: select More actions > Save as, or right-click the message and choose Save as. The file is named after the subject.
- Outlook on the web and Outlook.com: select More actions > Download. The message is saved as an .eml or .msg file, usually in your Downloads folder.
Frequently Asked Questions
Does Outlook have a Save as PDF button?
No. Microsoft says new Outlook, classic Outlook and Outlook on the web don’t include PDF as a save type. You print the email to a PDF printer instead: Microsoft Print to PDF on Windows, or Save as PDF on a Mac or in a browser.
Where is Microsoft Print to PDF?
It is the PDF printer built into Windows. Select it in the Printer list of the print dialog, select Print, then choose a folder and file name in the Save Print Output As box.
Where is Print in new Outlook?
Select the email, then select Print on the Home tab. A preview opens; select Print at the top of it to reach the print dialog.
Are attachments saved in the PDF?
Microsoft’s PDF steps save the message only. Save attachments separately: Save All Attachments in classic Outlook, Download all in new Outlook and Outlook on the web, or Download All in Outlook for Mac.
Why is my printed Outlook email cut off?
In classic Outlook, open File > Print > Print Options > Page Setup and check the margins, orientation and paper size. In new Outlook and on the web, try another layout in the Print dialog.
Can I save an email as a PDF from my phone?
Not from inside the Outlook app. Its Print option, under More options at the top right of a conversation, prints the whole conversation, and any PDF option belongs to your phone’s own print screen. Microsoft gives no steps for that part.
Can I save many emails as PDFs at once?
Not with a built-in feature. Microsoft documents one message at a time. To keep many emails in one file, export them to a .pst file from classic or new Outlook.