How to Save Email As PDF in Outlook Web App

In today’s digital era, email communication has become an essential part of our day-to-day lives. We receive a vast number of emails per day. Some of these emails are vital, and we need to keep them as a record. Saving these emails as PDF files makes it easier to store and share them. PDF files are convenient to use and do not require any specific software to open. If you are an Outlook user, you might be wondering how to save an email as a PDF file. In this tutorial, we will show you several ways to save emails as PDF files using the Outlook Web App.

Video Tutorial:

The Challenge of Saving Email As PDF in Outlook Web App

Outlook Web App is a browser-based version of Microsoft Outlook that allows users to access their email accounts from any device with an internet connection. However, saving emails as PDF files is not a built-in feature of Outlook Web App. Although the process of saving emails as PDF files is relatively straightforward, some users might find it challenging. For those users, we have prepared this tutorial that outlines several methods of saving emails as PDF files in Outlook Web App.

Things You Should Prepare for

Before we start, you need to have access to the following:

  • An email account with Outlook Web App installed
  • A device with access to the internet

Method 1: Using Microsoft Print to PDF

This is the most basic method of saving an email as a PDF file. To use this method, you need to have Microsoft Print to PDF installed on your system. Although this feature comes pre-installed with most versions of Windows, some users might need to install it manually.

Steps:

  1. Open your email in Outlook Web App
  2. Click on the three-dot button located at the top right corner of the email
  3. Select the option "Print"
  4. In the print dialog box, select "Microsoft Print to PDF" as the printer
  5. Click "Print"
  6. Choose a location to save the PDF document and click "Save"
  7. The email will now be saved as a PDF file on your system

Pros:

  • Easy to use
  • No third-party software required

Cons:

  • Appearance and formatting are not always preserved
  • The resulting file size may be large

Method 2: Using Print Friendly & PDF Extension

Print Friendly & PDF Extension is a third-party browser extension that allows users to save web pages as PDF files. This extension can also be used to save emails as PDF files in Outlook Web App.

Steps:

  1. Install the Print Friendly & PDF Extension on your browser
  2. Open your email in Outlook Web App
  3. Click on the Print Friendly & PDF button located on your browser’s toolbar
  4. Click on the "PDF" icon in the print preview window
  5. Choose a location to save the PDF document and click "Save"
  6. The email will now be saved as a PDF file on your system

Pros:

  • Preserves appearance and formatting
  • Easy to use

Cons:

  • Requires a third-party software
  • May add watermarks to PDF output in the free version

Method 3: Using Adobe Acrobat

Adobe Acrobat is the most popular PDF software that allows users to create, edit, and manage PDF files. It also comes with a browser extension that allows users to save web pages as PDF files. This extension can also be used to save emails as PDF files in Outlook Web App.

Steps:

  1. Install the Adobe Acrobat browser extension on your system
  2. Open your email in Outlook Web App
  3. Click on the Adobe Acrobat extension icon located on your browser’s toolbar
  4. Select "Create PDF"
  5. Choose a location to save the PDF document and click "Save"
  6. The email will now be saved as a PDF file on your system

Pros:

  • Preserves appearance and formatting
  • Advanced PDF editing features available

Cons:

  • Requires a third-party software
  • Expensive for individual users

Why Can’t I Save Email As PDF In Outlook Web App

Some reasons why you may be unable to save an email as a PDF file in Outlook Web App include:

  • Not having a PDF printer driver installed
  • Not having a browser extension that can save web pages as PDF files installed
  • The email contains unsupported formats for PDF output, such as videos or audio files
  • The email is too large, and the system runs out of memory trying to save it as a PDF file

Fixes:

  • Install a PDF printer driver such as Microsoft Print to PDF or Adobe Acrobat
  • Install a browser extension that can save web pages as PDF files
  • Remove the unsupported formats from the email or convert them to supported formats
  • Save the email in smaller sections or reduce the number of images contained in it to reduce the file size

Additional Tips

If you are looking to save multiple emails as PDF files, it is recommended to use a third-party software that can automate the process. One such software is "MailStore Home," which is a free and easy-to-use email archiving solution. It allows users to archive, backup, and save multiple emails as PDF files with just a few clicks.

5 FAQs about Saving Email As PDF In Outlook Web App

Q1: Is there a way to save an email as a PDF file without any additional software?

A: Yes, you can use the Microsoft Print to PDF feature that comes pre-installed with most Windows versions.

Q2: Can I save an email as a PDF file on a mobile device?

A: Yes, you can save an email as a PDF file on a mobile device using the Print to PDF feature, which is available on most mobile operating systems.

Q3: Why should I save an email as a PDF file?

A: Saving an email as a PDF file allows you to store and share it easily. PDF files are also more secure and can be opened on any device without requiring specific software.

Q4: What is the best method for saving an email as a PDF file?

A: The best method for saving an email as a PDF file depends on your individual needs and preferences. We recommend trying all three methods and choosing the one that works best for you.

Q5: Can I edit a PDF file once I have saved an email as a PDF?

A: Yes, you can edit a PDF file using any PDF editing software such as Adobe Acrobat. However, some methods of saving emails as PDF files may not preserve the original formatting accurately, which can make editing difficult.

In Conclusion

Saving an email as a PDF file is a useful way to store and share important emails with others. Although the process of saving an email as a PDF file in Outlook Web App is not a built-in feature, there are several ways to accomplish this task using third-party software. The three methods described in this tutorial include using Microsoft Print to PDF, Print Friendly & PDF Extension, and Adobe Acrobat. Each method has its pros and cons, and we recommend trying all three and choosing the one that works best for you.