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How to Save an Outlook Email as a PDF (Every Version)
To save an Outlook email as a PDF, open the email, press Ctrl+P (or go to File > Print), choose “Microsoft Print to PDF” as the printer, click Print, and pick a save location. That works in classic Outlook, new Outlook for Windows, and Outlook on the web.
That is the whole answer. Below is the depth for those who need exact steps per version, attachments, multiple emails, and formatting.
Key Takeaways
• The fastest, most reliable method in every Outlook version is Print > “Microsoft Print to PDF”.
• Classic Outlook desktop: File > Print > select Microsoft Print to PDF > Print > choose location.
• New Outlook / Outlook on the web: Ctrl+P > Save as PDF (or Microsoft Print to PDF) in the browser dialog.
• The email body becomes the PDF. Attachments are separate and must be saved on their own.
• For multiple emails, print each to PDF, then merge with a PDF tool if you need one file.
Why save an Outlook email as a PDF?
A PDF freezes the email exactly as it looks: sender, recipients, date, subject, and body, locked into one portable file anyone can open. Common reasons:
- Records and receipts — order confirmations, invoices, booking details.
- Sharing — send a clean copy to someone without forwarding the whole thread.
- Archiving — keep important mail outside the mailbox so it survives account changes.
- Legal and compliance — a fixed, timestamped copy for disputes, audits, or evidence.
If you want the broader picture across all email clients (Gmail, Apple Mail, mobile), see our general guide: . This post stays focused on Outlook.
How do you save an email as PDF in classic Outlook desktop?
This is the standard, reliable method for the installed Outlook desktop app (Microsoft 365, Outlook 2016/2019/2021).
- Open the email you want to save (double-click it, or select it in the reading pane).
- Go to File > Print (or press Ctrl+P).
- Under Printer, select Microsoft Print to PDF.
- *(Optional)* Click Print Options to set page range or styles.
- Click Print.
- In the Save Print Output As dialog, choose a folder, name the file, and click Save.
That’s it. Microsoft Print to PDF ships with Windows 10 and 11, so no extra software is needed. The result is a clean PDF of the email body with the header details (From, Sent, To, Subject) preserved at the top.
No “Microsoft Print to PDF” in the list? It may be turned off. Search Windows for “Turn Windows features on or off,” tick Microsoft Print to PDF, click OK, and restart Outlook.
How do you save an email as PDF in new Outlook for Windows or Outlook on the web?
The new Outlook for Windows and Outlook on the web (outlook.com / Microsoft 365 webmail) share the same approach because both render mail in a browser-style engine.
- Open the email.
- Press Ctrl+P, or open the … (More actions) menu and choose Print.
- A browser print dialog appears.
- Under Destination (or Printer), choose Save as PDF or Microsoft Print to PDF.
- Click Save, pick a location, and confirm.
In Chrome and Edge, the destination is usually labelled “Save as PDF.” On Windows you may also see “Microsoft Print to PDF.” Either produces the same result. Use the dialog’s margins and scale settings if the layout needs tightening before you save.
Methods by Outlook version
| Outlook version | Primary method | Steps (short) | Output |
|---|---|---|---|
| Classic Outlook desktop | Print to PDF | File > Print > Microsoft Print to PDF > Print > Save | PDF of email body + headers |
| New Outlook for Windows | Print to PDF (browser dialog) | Ctrl+P > Save as PDF / Microsoft Print to PDF > Save | PDF of email body + headers |
| Outlook on the web | Print to PDF (browser dialog) | Ctrl+P > Save as PDF > Save | PDF of email body + headers |
| Save As (classic only) | Two-step | File > Save As > .html/.mht, then convert/print to PDF | Intermediate file, then PDF |
The one method that works everywhere: Print to PDF. Across every Outlook version, the universal method is Print > “Microsoft Print to PDF” (or “Save as PDF” in a browser). It works in classic Outlook, new Outlook, and the web because it isn’t a special export feature — it’s just *printing to a PDF “printer”* instead of paper. So when a guide points you to a fancier export option that your version doesn’t have, Print-to-PDF is the fallback that always works. Learn it once, use it anywhere.
What about the Save As trick if Print to PDF isn’t available?
Classic Outlook has a File > Save As option, but it does not offer PDF directly. It saves as .html, .mht, .txt, or Outlook formats. So the “Save As” route is two steps:
- File > Save As > choose HTML or MHT > Save.
- Open that file (in a browser or Word) and print it to PDF using the same Print to PDF printer.
In practice this is slower than printing the email directly. Only use it when you need an intermediate editable file, or when a workflow specifically requires .mht. Otherwise, skip straight to Print to PDF.
How do you save an Outlook email with its attachments?
Important distinction: printing to PDF saves the email body only — not the attachments. The PDF captures the message text and headers; files clipped to the email stay behind.
To keep everything:
- Save the email body as a PDF using the Print method above.
- Save attachments separately: open the email, click the attachment dropdown (or right-click it), and choose Save All Attachments to a folder.
- *(Optional)* If an attachment is itself a PDF or document, merge it with the email PDF using a PDF tool so the record stays together.
The PDF will still mention the attachment by name in the header area, which is useful evidence that a file was sent — even though the file content isn’t embedded.
How do you save multiple Outlook emails as PDFs?
Outlook has no built-in “export selected emails to one PDF” button. Two practical options:
- One PDF per email: Print each email to PDF individually. Best when you want each message as its own record.
- Merge into one PDF: Print each to PDF, then combine them with a PDF merge tool (many free web and desktop tools do this). Best for a single archive file or a thread you want read in order.
For a long thread, expand it first (or open the conversation) so the printed PDF includes the full exchange rather than a single reply.
How do you preserve headers and formatting?
The Print to PDF method already keeps the essentials: From, Sent/Date, To, Subject, and the formatted body with images and links. To keep it clean:
- Check the print preview before saving — it shows exactly what the PDF will contain.
- Adjust scale (e.g. 90%) in the browser dialog if the right edge gets cut off.
- Set margins to default or minimum to avoid awkward page breaks.
- For colour and background images, ensure “Background graphics” is ticked in the browser print dialog.
The goal is a faithful, readable copy — what the recipient saw, frozen in time.
Keep your business email portable with DarazHost
Saving individual emails as PDFs is easy. Keeping the mailbox itself reliable, professional, and under your control is the bigger job. DarazHost offers professional business email hosting on your own domain — it works seamlessly with Outlook via IMAP and through webmail, so you can read, manage, and save your mail wherever you are.
- Your domain, your brand — send from [email protected], not a generic address.
- Works with Outlook — standard IMAP/SMTP setup, plus webmail when you’re away from your desk.
- Reliable and supported — dependable delivery and 24/7 support when you need it.
When your email lives on a hosting platform you trust, archiving and exporting messages — as PDFs or otherwise — stays simple and in your hands.
Frequently asked questions
Does Outlook have a built-in “Save as PDF” button? Not directly. Classic Outlook’s Save As saves to HTML/MHT, not PDF. The reliable route in every version is Print > Microsoft Print to PDF (or “Save as PDF” in new Outlook and the web).
Will the PDF include my attachments? No. The PDF contains the email body and headers only. Save attachments separately with Save All Attachments, then merge them into the PDF if you want one combined file.
Why is “Microsoft Print to PDF” missing from my printer list? It may be disabled. Open “Turn Windows features on or off,” enable Microsoft Print to PDF, click OK, and restart Outlook. It’s a standard Windows 10/11 feature.
Can I save several emails as a single PDF? Not in one click. Print each email to PDF, then merge them with a PDF tool. For a thread, open the full conversation first so it all prints together.
Does this work on Mac or mobile Outlook? Yes — the principle is the same. On Mac, File > Print > PDF > Save as PDF. On mobile, use the Print or Share > Save to Files / Print option and choose PDF. For all clients, see our .
