The Portable Document Format, popularly known as PDF, is one of the preferred file types used while sharing and saving documents. The advantage of PDF over other file types is that all operating systems support it and retains the formatting.
Many users often save important emails as PDFs for various reasons. The Outlook New and Outlook Classic apps in Windows 11 do not offer a direct option to save an email as a PDF file. However, a feature in Windows 11 lets users save any email or document as a PDF file with ease.
When you save an email as a PDF file, it contains the sender’s and recipient’s email addresses in addition to the subject and body of the email.
This guide shows you how to save an email as a PDF file in Windows 11.
Save an email as a PDF file in the Outlook New app on a Windows 11 PC
NOTE 1: If you are trying to back up an email with crucial information, save it as an EML file instead. Refer to our how to back up an email in Outlook New app guide for step-by-step directions.
NOTE 2: Needless to say, when you save an email as a PDF file, it does not include the email attachment. So, if you have an attachment, you might need to save it separately.
Step 1: Launch the Outlook New app.
Step 2: Navigate to the email that you are trying to save as a PDF file and then open the same.
Step 3: Once opened, click the More actions icon (three dots) and then click Print. You can also use the Ctrl + P keyboard shortcut.
Step 4: In the resulting Print dialog, select Microsoft Print to PDF from the printer drop-down, select the layout type, and then click the Print button.
Step 5: You should now see a Save Print Output As dialog. Here, select a location to save the PDF file and then click the Save button to save the selected email as a PDF file.
Note that there is no option to password-protect the PDF file. If it contains sensitive data, either encrypt the PDF file with third-party software like 7-Zip or use a PDF editor like Microsoft Office Word to password-protect it.
Save an email as a PDF in Outlook Classic on a Windows 11 PC
Step 1: Run the Outlook Classic app using search or any other method. If not installed, you may refer to our how to install the Outlook Classic (Old) on Windows 11 PC for directions.
Step 2: Find and open the email that you wish to save as a PDF file.
Step 3: Once the email is open, click the File menu and then click Print.
Step 4: Select Microsoft Print to PDF from the Printer drop-down and then click the Print button.
NOTE 1: If the email has multiple pages and you would like to save only specific pages, click the Print options link and then select the pages you wish to save as a PDF.
NOTE 2: By default, the attachment file (if it’s a printable file) is not included. To print the attachment as well, click the Print options link and then select the Print attached files option.
Step 5: Choose where you would like to save the file, and then click the Save button to save the selected email as a PDF file.
The saved PDF file containing your email can be opened in any web browser, such as Chrome or Edge, or in an app that supports PDFs.
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