Convert Office 365 Emails to PDF Using 02 Best Methods

As we all know, PDF file format is a widely used and popular format that can be opened on almost any computer, web browser, and free Adobe Acrobat reader app. PDF files are easy to use, it consume small storage space on your local system, and allow users to share across various platforms and devices easily. Thus, many users want to save Office 365 emails as PDF file format. In this guide, we’ll explain how to convert Office 365 emails to PDF file format with attachments without losing original data. Therefore, stay with us until the end to know the ways to export Microsoft 365 emails to PDF format.

What is Difference Between Office 365 and PDF File Format?

Office 365 is a subscription-based email service offered by Microsoft. It is available on both Windows and Mac Operating Systems. It is a productivity package that contains applications such as Microsoft Word and PowerPoint. Outlook 365 is the email management suite included with Office 365. It is a desktop and web-based application.

While on the other hand, PDF often known as Portable Document Format, is a popular platform-independent file format. It is a secure format that includes a password security function. Furthermore, it is difficult to change or damage a PDF file. In addition, PDF format is the only allowed format in courts for presenting digital evidence.

Why Users Want to Convert Office 365 Emails to PDF Format?

There are many reasons that explain why users want to export Microsoft 365 emails to PDF file format. Below we have mentioned some of the common and main reasons that explain why users want to convert Office 365 to PDF process.

• PDF is a secure format that prevents unauthorized changes, ensuring that the content remains intact and unchanged.
• PDF files can be opened on any device or platform with a free PDF reader, making them universally accessible.
• PDFs are ideal for sharing emails with colleagues, partners, or clients because they maintain consistent formatting and layout.
• PDF files can be used as digital evidence in court for legal and forensic investigations since they are safe and consistent.
• Once converted to PDF, emails can be accessed offline without the requirement for email software such as Outlook or Microsoft 365.
• PDFs are immediately indexed and searched, allowing users to locate specific emails, content, or keywords using the search tool.
• PDFs are easy to print, making them handy for both personal and business purposes. Thus, many users desire to convert Office 365 emails to PDF file format.

How to Save Office 365 Emails as PDF Files Manually Using Microsoft Print Option?

1. To access Office 365, enter your User and Admin credentials.
2. Select the desired email from the Office 365 menu to open it in Outlook 365.
3. Choose Print from the drop-down menu by clicking the three-dot icon.
4. Next, press the Print button a second time in the Next window.
5. Select Save as PDF under the Destination menu.
6. Go to the folder where you want to save your email after selecting Save.
7. To successfully save Outlook 365 emails as PDF format, click Save now.
8. For each email, repeat the process.

Why Manual Approach is Not Recommended?

This manual method to save Office 365 emails as PDF file format should be easy to follow and simple. But let us tell you that this method has some disadvantages. Below we have mentioned some of the major drawbacks that you need to consider before attempting the manual solution to export Office 365 emails to PDF file format.

• To save each email individually you have to follow the whole steps again and again, which can be a time-consuming and tiresome procedure, especially if you have a lot of emails to convert.
• Additionally, by following the manual solution there is no guarantee that you will get your email-embedded attachments easily without losing any data.
• Moreover, the manual method doesn’t guarantee you to provide totally accurate results after the conversion process. After the saving process is completed your exported PDF files may lose some of their original formatting and style.
• The possibility of mistakes, such as mistakenly storing the incorrect email or missing a crucial communication, arises when emails are manually saved into PDF formats.

As we have seen, various drawbacks come with the manual solution, because of which this is not a suitable option for users. Well… some of you must be thinking right now about “How to work with these drawbacks?” or “How to Convert Office 365 emails to PDF without losing any data?” Well…worry not anymore. In the following section, we’ll discuss how can you easily save O365 emails as PDF with attachments using an automated solution and download Office 365 emails easily to your local system. So, have a look at the professional solution.

How to Convert Office 365 Emails to PDF Format Easily?

1. Download, install and run Office 365 to PDF Converter on your local machine.
   
2. Now, enter your Office 365 account email address and click “Login”.
   
3. After logging, you can see all your Office 365 mailboxes on the left side of the software panel. From here, you can select the required files that you want to convert to PDF format.
   
4. Now, choose the saving option as “PDF” from the drop-down saving option’s list.
   
5. Thereafter, go to “Filters Option” and apply the required filters for selective conversion.
   
6. Next, choose your desired destination location to save your exported PDF files.
   
7. After setting all the options, click the “Backup” button to begin the conversion process. You can observe the real time Office 365 emails to PDF conversion process in the utility interface.
   
8. After the conversion is done, a confirmation message will appear; click “OK”.
   
9. Finally, the toolkit automatically opens the saving location you had chosen before. From here you can view all your converted Office 365 emails as PDF files.
   

Conclusion 

In this article, we have explained how to convert Office 365 emails to PDF file format with attachments in simple way. Here, we have discussed both manual and automated methods to convert Office 365 to PDF. However, as we can see manual solutions have many limitations, which is not good for the users. So, we recommend you to use the expert-recommended automated tool to save Office 365 emails as PDF file format in bulk. In addition, the professional solution offers a free trial version of the utility to users to evaluate the software features and functionality.