How to Convert Outlook Email to PDF With Attachments?

Need to convert Outlook emails to PDF? There are a few ways to do it, each suited to different situations. This guide covers the built-in Windows method for single emails and a batch tool for converting hundreds or thousands at once.

Ways to Convert Outlook to PDF

The right method depends on how many emails you need to convert and whether you need attachments included.

• 1 to 5 emails: Use the built-in Print to PDF function in Outlook
• Hundreds or thousands: Use a dedicated batch converter like Turgs PST Converter Wizard
• From a PST or OST file (no Outlook needed): Turgs PST Converter Wizard reads the file directly

The built-in method works fine for occasional use but is not practical for large-scale conversions. A batch tool saves hours when you’re converting an entire mailbox.

Method 1: Use Print to PDF (Built-in)

Outlook has a built-in print function that lets you save any email as a PDF using the Windows Print to PDF printer. Here is how:

1. Open the email you want to convert in Outlook
2. Click File then Print
3. Under Printer, select “Microsoft Print to PDF”
4. Click Print and choose a save location
5. Click Save

This method works well for 1 to 5 emails. For anything more, it’s tedious because you must open and print each email individually. It also does not include attachments in the PDF output.

Method 2: Use PST Converter Wizard

For batch conversions, Turgs PST Converter Wizard is the faster option. It converts your entire Outlook mailbox, PST file or OST file to PDF in one run. The tool works on both Windows and Mac.

Key advantages over the print method:

• Convert thousands of emails at once without opening each one
• No Outlook installation required when working from PST or OST files
• Attachments can be exported alongside the PDF files
• Folder structure is maintained in the output
• Works with PST files from Exchange, Office 365, and Outlook for Windows and Mac

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How to Use PST Converter Wizard

Follow these steps to convert Outlook emails to PDF using Turgs PST Converter Wizard on Windows.

Step 1: Install and Open the Tool

Download and install Turgs PST Converter Wizard. On launch, it shows you the source selection screen where you can load a PST file or connect to Outlook directly.

Step 2: Connect to Your Email Source

Choose to load a PST file, OST file, or connect to a configured Outlook account. If you have Outlook set up and running, the configured account option is the quickest way to access your current mailbox.

Step 3: Select Folders to Convert

Browse the folder tree and check the folders you want to convert. You can select individual folders or the entire mailbox. For a focused PDF export, select just the Inbox or specific project folders.

Step 4: Choose PDF as the Output Format

In the output format options, select PDF. You can also use the same tool to export to other formats like EML, MSG, MBOX, HTML, DOC and more.

Step 5: Configure File Naming

Set your preferred file naming convention. Using the email subject as the filename makes it easy to find specific emails in the output folder. You can also include the date in the filename for chronological sorting.

Step 6: Set Destination and Convert

Choose a destination folder for the PDF files and click Convert. The tool shows a progress bar as it processes each email. A completion summary tells you how many files were converted successfully.

Choosing the Right Method

Both methods work, but they solve different problems. Here is a quick breakdown to help you decide:

• Use Print to PDF when you need 1 to 5 emails saved as PDFs quickly, and you have Outlook open and running
• Use PST Converter Wizard when you have more than 10 emails to convert, when Outlook isn’t available, or when you’re working from a PST or OST file
• Use PST Converter Wizard when you need all emails from a specific folder or mailbox exported as PDFs for archiving or legal hold purposes

For legal or compliance scenarios, the batch tool is almost always the better choice. It processes emails consistently, logs what it converted, and maintains the original folder structure so you can trace where each email came from.

Limitations to Know

Frequently Asked Questions

Can I convert Outlook emails to PDF without Outlook installed?

Yes. Turgs PST Converter Wizard can read PST and OST files directly without Outlook installed. If you have a PST or OST file on your machine, the tool can convert the emails to PDF without any email client software.

Does the PDF include email headers like From, To, and Subject?

Yes. Each PDF starts with the email header section showing the From, To, CC, Subject and Date fields, followed by the email body. This makes the PDF output complete and self-contained for archiving or legal purposes.

Can I convert emails from a specific date range to PDF?

Yes. Turgs PST Converter Wizard includes a date filter that lets you select emails from a specific time period. This is useful when you only want to convert emails from a particular project, quarter, or year.

How are email attachments handled during the PDF conversion?

Attachments are saved as separate files in a subfolder alongside the converted PDFs. Each subfolder is named after the corresponding email, so you can easily match attachments to their original emails. The attachment files are not embedded within the PDF itself.

Does the tool work with Office 365 and Exchange Online emails?

Yes. You can connect the tool to a configured Outlook account that uses Office 365 or Exchange Online. The tool reads the email data through the connected profile. For archive purposes, exporting the mailbox to PST first and then converting is often more reliable for large mailboxes.

Is there a Mac version for converting Outlook to PDF?

Yes. Turgs PST Converter Wizard is available for both Windows and Mac. The Mac version converts PST files and Outlook for Mac data to PDF and other formats. Download the Mac version from the product page at turgs.com/pst.