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.

Bulk Export Outlook Email to PDF Documents.

Expand Outlook's Email Export Abilities with MessageExport Plug-In

For heavy users of Microsoft Outlook, being able to save emails to different file formats can be a frustrating endeavor. Out of the box, Outlook offers very few options for converting email.  

Outlook Email Export Options Are Limited

Our MessageExport plug-in for Outlook solves that problem by integrating many useful email conversion options directly into the Outlook menu system, including options for email-to-PDF conversion.

MessageExport plug-in for Outlook

Using MessageExport is straight forward. Just highlight the emails or the email folder you want to convert.  Choose one of the PDF export options, then click the "Export" button.

MessageExport can convert a single email message to PDF, or thousands. 

Among the PDF options supported in MessageExport is the "Single PDF" option, allowing many emails to be saved to one PDF document.  Best practice is to keep the PDF file size manageable, below five gigabytes. We recommend saving no more than 100 emails to a single PDF, however, this limit is not enforced in the software. 

MessageExport also includes the PDF/A ISO 19005-1 standard for email archiving using PDF.

You can install and try MessageExport free for 15 days, with no obligation.  Download the free trial for Windows 10.  After the trial is expired, you can continue to use MessageExport to convert single emails, even after the expiration of the bulk email conversion option offered in the trial.

For more information or for assistance with installing or uninstalling MessageExport, or for bulk licensing information,  please reach out to us at sales@encryptomatic.com, or open a help ticket at https://www.encryptomatic.com/support/