How to Save Emails as PDF in Bulk from Any Email Service?

Do you want to learn “How to save email as PDF”, that too with attachments? Then, you are at the right place. Saving an email as a PDF can be extremely helpful, as our emails these days hold a variety of information. At an individual level, you have financial records like receipts, tax payments, lease agreement of your home that you might need to safeguard. Which is probably why you need to transform email into PDF format.

The need to convert email to PDF format becomes even more business-critical due to legal compliance and to have proof for business communication. Having all your important emails from the mailbox exported as PDF with attachments can not only make them easy to share but also reduce the stress of data loss.

In this guide, we have covered how you can save emails from any account as PDF along with attachments. There are definitely manual ways, like the print button and download message. But there are various limitations to this method, which can be resolved by using an email-to-PDF converter. So without a delay. Let’s have a look at each of these methods one by one.

Need To Convert Emails as PDF With Attachments

Honestly, to save email as PDF has so many advantages. Based on your needs and requirements, there can be various reasons why you need to convert an email to a PDF. A few of them we have listed below:

• Long-Term Archiving: You may need to save important email folders in PDF format to preserve and have a copy of documents like lease agreements, business communications, tax payments, and many more for archival purposes.
• Offline Access: The most well-known advantage to save email as PDF, is to have offline access. Irrespective of the internet connection or in case of account corruption, you can still have your emails. It also reduces dependency on any app to access emails.
• Organising Mailboxes: With all junk and other email messages, we often find our email storage quota full. This creates a need for data organization to create storage space. To avoid losing important emails from accidental deletion, you need to export emails as PDF.
• Shareable Format: Email messages, whether in Gmail, Yahoo, Apple Mail, or any other, cannot be directly shared on other platforms. Whereas when you save email as PDF on Android, iPad, or any other device, you can share it across platforms.
• Preserves Formatting: When you convert emails to PDF, the visual looks and format remain intact as compared to other formats, like HTML, PST, etc. When downloading the entire mailbox and threads, PDF is a more professional & presentable format.
• Universally Mergeable: PDF as a format can be easily merged. If you need to save emails from multiple accounts and merge them into one, PDF allows you to do so. You may need to save multiple account emails into one PDF for record purposes.

What we have discussed here are the basic needs and advantages of printing email conversions into PDF. There are many other reasons to convert email to PDF, too, like Password protection, universal acceptability, and others.

How To Save Email As PDF? Manual Method

The process of saving an email as a PDF for any email service like Gmail, Outlook.com, Yahoo, or any other email service is almost the same. In most email services, there is a print or a similar option that allows you to archive emails as a PDF. Follow the steps below to save your email as a PDF document:

1. Open the email client you are using (whether Gmail, Yahoo, or Outlook, etc.).
2. Navigate to the email conversion you need to “Save as PDF”.
3. Find the Print or the equivalent menu option.
   • Save email as PDF on Mac: If you have macOS, choose “Save as PDF”.
   • Save email as PDF on Windows: Choose the Microsoft Save to PDF option
   • Save email as PDF on Android or Mobile devices: From “More” choose Print >> “Save as PDF” Option.
4. Hit onto the print button.
5. Name the PDF file document.
6. Choose the destination where you need to save the converted PDF emails.

Limitations Of Manual Methods To Convert Email To PDF

The manual method to export email as PDF is very simple and a totally viable method. But it has certain limitations:

• No Bulk Saving Option: You will manually have to save each email one at a time. This makes the process highly time-consuming.
• Loss of attachments: When you save an email as a PDF through the built-in feature of the email client, attachments are often not included. This caused data loss.
• Loss of Data Integrity: The folder structure of emails is compromised. The look and feel factor email is lost. Finding an email becomes highly difficult.
• Loss of Metadata: Suppose you need to find out who the other CC members of a mail are. If you save your email as a PDF using the manual method. You will lose metadata like Cc/BCC, Return-Path, Message-ID, MIME-Version, etc.
• Destination Path Restrictions: When you save an email as a PDF using the email client’s built-in feature. You can not alter the final saving destination. You will have to change the folder destination afterwards.

Professional Way to Save Email as PDF

We know that you are looking for a one-stop way to convert and save emails from any account into your device. Using manual methods like the print button, the download message option has the disadvantage of not saving in bulk, and human error can lead to data loss. Also, more often than not, you need to download attachments from email separately.

If you are looking for a way to avoid any such circumstance, or simply need to batch convert emails to PDF. The best way to do so is to use PDF to Email Converter Software. This Email Backup Tool allows you to save email folders as PDFs in bulk with attachments. That too within minutes and without the need for any technical knowledge. Download the tool below. It comes with a free trial version too.

How to Save Email As PDF with Attachments Using a Tool?

Using the tool to bulk convert email to PDF is simpler than you think. This advanced tool is designed in a way that it is easy to set up and use, even for a non-technical person. Follow the steps below to save multiple emails as a PDF:

1. Download and launch the email to PDF conversion tool on your PC. The great thing is, it is compatible with both Mac and Windows.
   
2. On your left, you have the email source panel. Select your email service provider (Gmail, Yahoo, Hotmail and more). If you have a custom domain, choose the IMAP server.
   
3. Enter your login credentials to save email as PDF
   

   Note: Don’t worry! The tool works in a streamlined way without uploading to its own server. So there is no chance of a data breach as compared to the available tool to save email to PDF online.

   

4. From the left, select all the folders you need to download as Adobe PDF.
   
5. From the “Select Saving Option” under the “Backup” tab. Choose PDF.
   
6. You can use the advanced filter option to selectively export email as a PDF. It allows you to sort emails by date, subject, and to & from.
   
7. Now choose the destination path. Where you need to save emails with attachments as PDF.
   
8. Finally, press the “Backup button”.
   

All your emails from any email account will be saved in the PDF format at the destination path you have selected. The process to convert email to PDF using the tool is quick, secure, and ensures complete data integrity. Making it the best way to save email as PDF.

FAQs: Save Email as PDF Format

Q1: Can I save an email as a PDF on my phone?

Yes, absolutely, you can convert email to PDF even on your Phone. Simply go to the email you need to save. Find the three-dot menu. Look for the print option. Choose “Save as PDF”. Name the file and choose the final destination to save. And you have successfully saved the email as a PDF on a mobile device.

Q2: Is it safe to save an email as PDF?

Yes, saving an email as a PDF, whether using an email client’s built-in feature or an email-to-PDF converter, is safe. For better data safety, you can also use password protection.

Q3: How do I turn an email into a PDF?

If you need to convert an email to PDF, you can use the built-in Print or equivalent option. Make sure to download attachments separately if using the manual method. Using our email-to-PDF converter makes the job simpler.

Q4: How to save an entire email thread as a PDF?

If you need to save the entire mailbox manually, you will have to do that one at a time. You can save the entire mailbox/ email thread using the email-to-PDF converter within minutes, along with attachments.

Q5: What is the Keyboard Shortcut to convert an email to PDF?

There is no specific keyboard shortcut to directly save into PDF files. You can open the required email. Use Cmd+P in Mac and Ctrl+P in Windows to print the email. This will only act as a snapshot, missing metadata and attachments.

Q6: How to save email as PDF without printing?

If you don’t want to use the print option to download the email as a PDF. Don’t worry! Our email-to-PDF conversion tool allows you to download without opening the email.

Conclusion

We hope you have now understood “How to save email as PDF with attachments”. We came across manual methods to convert email to PDF for any email service. Whether your email account is on Yahoo, Gmail, Outlook, or any other email client, you can easily download it on any device, be it Android, Mac, iPhone, or iPad. But the best way to convert email to PDF is by using our email to PDF converter. It allows you to save emails in bulk in PDF format, that too with attachments, within minutes. Give the tool a try today to save your email from any account with attachments.

Guide to Save Emails as PDF Across Different Clients

Though there is a universal way that is common to save emails from any email account. Different email clients have multiple options available to save emails manually, and some clients offer a bulk saving option too. Below is the detailed guide for clients such as Gmail, Yahoo, Outlook, and more across platforms like Android, iPhone, Windows, and Mac:

• Guide On: How to Save Gmail Email as PDF?
• Guide On: How to Save Outlook 365 email as PDF?
• Guide On: How to Save Yahoo Mail to PDF?
• Guide On: How to Save Hotmail email to Hard Drive?