Convert Office 365 Emails to PDF Using 02 Best Methods

Approved By Rollins Duke

Published On January 21st, 2025

Reading Time 7 Minutes Reading

Summary – Are you searching for solutions to convert Office 365 emails to PDF file format with attachments? If your answer is yes, then don’t stress anymore. In this technical write-up, we’ll discuss how to save Office 365 emails as PDF files easily and quickly. So, without wasting your precious time, let’s begin the article.

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. Therefore, in this technical article, we’ll explain how to convert Office 365 emails to PDF file format with attachments without losing original data. So, stay with us until the end to learn the methods 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 various reasons available that define why users wish to export Microsoft 365 emails to PDF file format. Below we have listed some of the common and main causes that specify why users desire to make Office 365 to PDF conversion 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?

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

Why Manual Approach is Not Recommended?

May this manual method to save Office 365 emails as PDF file format seem easy to follow and simple. But allow us to tell you that this approach has some drawbacks. Below we have listed some of the main drawbacks that you consider before trying 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 Save Office 365 Emails as PDF Using Automated Solution?

With the help of the Turgs Office 365 Backup Software, you can easily convert Office 365 emails to PDF file format with attachments and without missing any data. By using this utility you can export multiple O365 emails to PDF format in bulk at once without facing any size restrictions.

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Also, this software maintains the folder hierarchy, email components, embedded attachments, formatting, and other data integrity during the Office 365 to PDF conversion procedure. Moreover, this converter software provides various advanced filtration options to users for selective Office 365 to PDF conversion. The software comes with an easy-to-use and simple graphical user interface, with the help of which both non-technical and technical users can navigate through the utility and save Office 365 emails as PDF format.

How to Convert Office 365 Emails to PDF Format Easily?

Download, install, and run Office 365 to PDF Converter on your local system.
Now, enter your Office 365 account address and click “Login”.
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.
Next, select the saving option as “PDF” from the drop-down saving option’s list.
Thereafter, go to “Filters Option” and apply the required filters for selective conversion.
Then, specify your desired destination location to save your exported PDF files.
After applying all the settings, press the “Backup” button to start the conversion process. You can see the live Office 365 emails to PDF conversion procedure in the utility interface.
After the conversion is completed, a confirmation notification will pop up, press “OK”.
In the end, the toolkit automatically opens the saving location that you specified before. From here you can access all your converted Office 365 emails as PDF files.

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Conclusion

In this write-up, we have discussed how to convert Office 365 emails to PDF file format with attachments easily. Here, we have explained both manual and automated solutions to make Office 365 to PDF conversion. However, as we can see manual solutions come with numerous limitations, which is not good for the users. Therefore, we suggest you to use the expert-recommended automated solution to save Office 365 emails as PDF file format in bulk. Moreover, the professional solution provides a free trial version of the utility to users to test the software features and functionalities.