Outlook to PDF: A Look at Three Ways to Convert Outlook Emails to PDF Documents

 Efficiently converting Outlook emails to PDFs is crucial for various applications and projects, from archiving communications to facilitating document sharing. This guide explores three methods, ranging from manual processes to more technical approaches.

Method 1: Manual Conversion

1. Open Outlook:

   • Start the Outlook application.

2. Select Emails:

   • Create a set of emails in Outlook through search. Select one or more email to convert.
     

3. Print to PDF:

   • Navigate to File > Print and choose "Microsoft Print to PDF."
   • Execute the print operation, saving the file as a PDF.

Method 2: Automated Software

Explore our Windows software tools that are optimized for Outlook email to PDF conversion:

• MessageExport (for Outlook):
  

  • Automates email exports with rule-based selection.
  • Download the 15 day free trial and start
    
  • Select one or more emails from the Outlook maillist
  • Choose the desired PDF export mode from the MessageExport drop down list
  • Click the Export button
    
  • Get the 15 day free trial of MessageExport at  www.encryptomatic.com/messageexport

• Pst Viewer Pro:

  • Download the 15 day free trial and start
  • Choose the emails in formats EML, MSG, PST, OST, MBOX
  • Select the emails you want to convert to PDF
  • From Export tab, choose the appropriate PDF export profile
  • Click the Export button
    
  • The free trial is available at www.encryptomatic.com/PstViewer/
    

Method 3: VBA Script in Outlook

For the more technically inclined:

1. Open Outlook:

   • Access the VBA editor using Alt + F11.

2. Insert Module:

   • Add a module via Insert > Module.

3. Paste Code:

   • Utilize the provided VBA code or customize as needed.

    Sub ExportToPDF()
       Dim objSelection As Outlook.Selection
       Dim objMail As Outlook.MailItem
       Dim objWord As Object
       Dim objDoc As Object
   
       ' Get the selected emails
       Set objSelection = Outlook.Application.ActiveExplorer.Selection
   
       ' Create a new Word application
       Set objWord = CreateObject("Word.Application")
       objWord.Visible = True ' You can set this to False if you don't want to see Word
   
       ' Loop through selected emails and export to PDF
       For Each objMail In objSelection
           ' Create a new Word document
           Set objDoc = objWord.Documents.Add
           ' Copy the email content to the Word document
           objMail.GetInspector.WordEditor.Range.FormattedText.Copy
           objDoc.Range.Paste
           ' Save the document as PDF
           objDoc.ExportAsFixedFormat Environ("USERPROFILE") & "\Desktop\" & objMail.Subject & ".pdf", 17 ' 17 represents PDF format
           ' Close the Word document
           objDoc.Close
       Next
   
       ' Close Word application
       objWord.Quit
       Set objWord = Nothing
   End Sub
   
   

4. Run the Macro:

   • Execute the macro with Alt + F8 and select "ExportToPDF."

Choose the method aligning with your technical skills and needs, ensuring backups before bulk operations.

How to Bulk Convert Outlook Email to PDF with MessageExport Add-in

Saving Outlook Emails as PDF Files is easy with MessageExport.

Email communication remains a cornerstone of our personal and professional lives. Microsoft Outlook, a popular client for email management, offers a range of features for email organization, but its built-in capabilities for exporting emails to different formats is severely lacking. Thats why Encryptomatic LLC built MessageExport, a versatile add-in that integrates with the Outlook menu system to bring new enhanced email export capabilities to Outlook, including bulk export of emails to PDF format. In this article, we will explore how MessageExport simplifies the process of converting Outlook emails to PDF and why it's an indispensable tool for email users wanting more control and efficiency in managing their email correspondence.

A Seamless Solution for PDF Export:

MessageExport is a feature-rich add-in that seamlessly integrates with Microsoft Outlook, providing an efficient and user-friendly way to export emails to PDF format. Here's how it simplifies the process:

Expanded PDF Export Options: MessageExport offers a variety of PDF export options, ensuring you can customize your PDFs to meet your specific needs. You can choose from single PDF files, one PDF per email, or combine multiple emails into a single PDF document, tailoring the export to your preferences.

Attachments Included: MessageExport doesn't stop at exporting the email content itself; it also takes care of email attachments. You can decide whether to include attachments within the PDF document or save them separately, giving you greater flexibility in how you manage your email content.

Customized Output: The add-in allows users to create custom naming conventions for exported PDF files, ensuring that you can organize your PDFs according to your preferred structure, making retrieval a breeze.

Batch Export: Handling a multitude of emails at once is simplified with MessageExport. You can select multiple emails and export them in a batch, saving time and effort in the process.

Scheduling: MessageExport enables you to automate your email export tasks by scheduling them. Whether you need to back up your emails regularly or produce reports, this feature ensures that your PDF exports are generated automatically and on time.

Why Choose MessageExport for Exporting Outlook Emails to PDF?

So, why should you consider MessageExport for exporting Outlook emails to PDF? Here are some compelling reasons:

Efficiency: MessageExport significantly streamlines the email export process. It is a powerful tool for professionals who frequently need to save, share, or archive their email correspondence.

Versatility: The add-in offers multiple export options, allowing you to create PDFs tailored to your specific needs. Whether you require single PDF files, one PDF per email, or combined PDF documents, MessageExport has you covered.

Organization: The ability to customize naming conventions and batch export emails enhances the organization of your PDF exports. You can maintain a well-structured archive of your emails, ensuring easy retrieval and management.

Security: Developed by Encryptomatic LLC, a trusted name in data security, MessageExport prioritizes the safety of your email content during the export process. Your data is handled with the utmost security and integrity.

How to Convert Outlook Emails to PDF:

First, choose the email or emails you want to convert to PDF from the Microsoft Outlook email list. You can also select an entire Outlook folder.

Second, choose the PDF export style from the MessageExport drop down menu. There are several options to choose from, including individual emails to individual PDF files, or multiple emails to a single PDF. Select the export style that best fits your project.

Finally, click the "Export" button and choose your folder location. MessageExport will go to work converting your selected emails.

Enhancing Your Email Management:

In a world where email communication is at the forefront of our personal and professional lives, it's crucial to have the right tools to manage and export emails effectively. MessageExport offers Outlook users an essential solution for exporting emails to the widely accepted PDF format, making it easier to store, share, and organize important correspondence.

With its diverse export options, attachment handling, customizable naming conventions, and scheduling capabilities, MessageExport simplifies the process and enhances your control over email exports. Whether you need to comply with regulatory requirements, maintain an efficient knowledge management system, or streamline collaboration, MessageExport is an invaluable addition to your Outlook toolkit.

In conclusion, MessageExport is the ideal tool to simplify your Outlook email management and export Outlook emails to PDF. Developed by Encryptomatic LLC, it provides the efficiency and versatility you need to meet your specific email export requirements, ensuring your important email correspondence is easily accessible, secure, and well-organized.

Try it free for 15 days!

If you are working with multiple Outlook PST files, you may prefer to work outside of Outlook. If an Outlook add-in isn't the best option for you, we suggest looking into MailDex. It has many of the same export features of MessageExport, but it is a stand alone Windows application. MailDex will also export emails to PDF, but works in a slightly different manner. With MailDex, Outlook is not required to be present on your computer.

Learn more about MailDex and get a free 15 day trial.

MessageExport Add-in: The "Must Have" Tool For Microsoft Outlook

 

In today's digital age, email communication has become an integral part of our personal and professional lives. Microsoft Outlook, a widely used email client, offers a robust platform for managing emails. However, when it comes to exporting emails, Outlook's built-in capabilities can sometimes leave users wanting more. This is where MessageExport, an add-in developed by Encryptomatic LLC, comes to the rescue. In this article, we'll delve into the main features of MessageExport and explore why it is a "must-have" add-in for Outlook users, enhancing the ability to export emails efficiently.

 

The Power of MessageExport:

MessageExport is a feature-packed add-in that seamlessly integrates with Microsoft Outlook, extending its functionality for email export tasks. Here are some of its main features:

1. Diverse Export Formats: MessageExport offers a wide range of email export file formats, including PDF, HTML, MHT, Text, images, CSV for Excel spreadsheets, and more. This flexibility ensures that users can choose the format that best addresses their email project needs, whether it's archiving emails for legal compliance, sharing messages with colleagues, or creating a document for reference.

2. Batch Processing: For those dealing with large volumes of emails, MessageExport simplifies the process by allowing batch export. Users can select multiple emails in Outlook and export them all at once, saving precious time and effort.

3. Customized Naming Conventions: The add-in lets users define their own naming conventions for exported files. This means you can organize your exported emails systematically, making it easier to locate specific messages later.

4. Attachment Handling: MessageExport doesn't just export emails; it also handles email file attachments efficiently. You can choose to export attachments along with the email or save them separately, further enhancing your control over the export process.

5. Scheduling: Need to export emails on a regular basis? MessageExport offers scheduling options, allowing you to automate repetitive export tasks. This is particularly useful for businesses that require regular email backups or reports.

6. Filtering and Sorting: With MessageExport, you can apply filters to your email selection, ensuring that only specific messages are exported. You can also sort emails by date, sender, subject, and other criteria, making it easy to export the exact emails you need.

Why MessageExport is a "Must-Have" for Outlook:

MessageExport isn't just another Outlook add-in; it's a game-changer for anyone who relies on email communication. Here's why it's a "must-have":

1. Efficiency: MessageExport streamlines the email export process, making it significantly faster and more convenient. This efficiency is crucial for professionals who frequently need to save, share, or archive their email correspondence.

2. Versatility: Its extensive range of export formats ensures that MessageExport caters to diverse user needs. Whether you need to save emails as PDFs for legal purposes or as HTML for web publishing, MessageExport has you covered.

3. Organization: The ability to customize naming conventions and sort emails simplifies the process of managing exported emails. You can maintain a well-structured email archive, making it easy to retrieve specific messages when needed.

4. Security: MessageExport is developed by Encryptomatic LLC, a reputable company known for its commitment to data security. Users can trust that their emails and attachments are handled securely during the export process.

Why People Need to Export Emails:

Emails serve as a crucial record of communication, both in personal and professional contexts.  There are several reasons why people need MessageExport to assist them in Outlook email conversion:

1. Compliance: Many industries, such as healthcare and finance, are subject to strict regulatory requirements that mandate the retention of email correspondence for a specified period. Exporting emails ensures compliance with these regulations.

2. Knowledge Management: Businesses often use exported emails to create knowledge bases, training materials, or case studies. This facilitates information sharing and enhances organizational knowledge management.

3. Legal Requirements: In legal matters, emails can serve as evidence or documentation. Exporting emails in a tamper-proof format like PDF ensures their authenticity and integrity.

4. Collaboration: Exported emails can be easily shared with colleagues, clients, or external partners. This is particularly useful when collaborating on projects or sharing information with stakeholders.

In conclusion, MessageExport is a valuable add-in for Microsoft Outlook that enhances the email export capabilities of this popular email client. Its powerful features, including diverse export formats, batch processing, and customization options, make it an indispensable tool for users who rely on Outlook for their email communication. Whether you need to comply with regulations, manage knowledge, meet legal requirements, or streamline collaboration, MessageExport simplifies the process, making it an essential addition to your Outlook toolkit. Developed by Encryptomatic LLC, MessageExport brings efficiency and security to the forefront, ensuring that your email export tasks are carried out seamlessly and securely.

Try MessageExport Free for 15 Days!