How to Save an Email as a PDF File

Keeping a personal copy of your emails can come in handy when you need to refer to them later. For example, you may wish to document samples for your next job, save projects you worked on, or retain feedback you received.

There are several methods you can use to back up your work emails. One of them is to save it as a PDF. If it’s a work email, you’ll need to check with your supervisor or IT department before making archives of your email just to avoid any legal ramifications.

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Whatever your reason, we’ll show you how to save an email as a PDF in a few easy steps.

How to Save an Email as a PDF File

This guide will explain how to save emails as PDFs on Gmail, Outlook, or Mail app for Mac.

Outlook (Windows)

You can save an email as a PDF from Outlook to your computer or phone using these steps.

Open the email message you want to save as a PDF file and then select File > Print.

Select Microsoft Print to PDF in the drop-down menu under the Printer section.

Next, select Print.

Go to the folder you want to save the PDF file in the Save Print Output As box.

You can rename the file in the File Name field and then select Save to effect the changes.

In previous versions of Outlook (2010 or earlier), you need to save the email message as an HTML file and then change it to a PDF file.

Select File > Save As in the email message window.

Go to the Save As box and find the folder where you want to save the PDF file. Rename the PDF file in the File Name field and select HTML in the Save as Type drop-down menu.

Select Save, open a Word document, select File > Open, and then select the HTML file you saved earlier.

Select File > Save As, choose a location you want to save the file, and then select PDF in the Save as Type drop-down menu.

Select Save and check for the PDF file in the folder you selected.

Note: If you’re using Outlook 2007, you may have a hard time finding the option to save an email as a PDF file. Instead, you can copy the email message, paste it into a Word document, and then save the document as a PDF file. The message won’t have a header, but you can type it into the Word document manually.

Outlook (Mac)

The steps are slightly different if you’re using Outlook on a Mac and want to save an email as a PDF file.

Open the email message you want to save as a PDF in Outlook and select File > Print.

Next, select Save as PDF in the PDF drop-down menu.

Enter the file name for the PDF you want to save.

Select the arrow next to Where and go to the folder that you want to save your PDF file.

Next, select Save.

Mail App

Mail app is available for macOS and iOS device users. You can also save an email message from the Mail app as a PDF file on your Mac or iPhone/iPad.

Mac

If you want to save an email as a PDF to use elsewhere or store it for future reference, use these steps.

Open the Mail app and select the email conversation(s) you want to save as a PDF file.

Select File > Export as PDF to save the email as a PDF file.

iOS (iPhone/iPad)

If you use the Mail app on your iOS device, you can still save an email as a PDF file.

Open the Mail app on your iPhone/iPad, select the email message you want to save.
Tap the bottom arrow.

Next, tap Print from the menu.

The print document screen will appear. Now, you have to zoom in on the email message by pinching outward from the center.

When you do this, a new screen will appear will the email converted into a PDF. All you have to do now is share the PDF. Tap Share at the upper right side of the screen.