How to Save Email as PDF?

08 November 2023

How to Save Email as PDF?

In the digital age, emails have become a significant part of our personal and professional lives. They serve as a primary mode of communication, and sometimes, it becomes necessary to save these emails for future reference or record-keeping. One of the most common and practical ways to do this is by saving emails as PDFs. This article will guide you through the process of saving your emails as PDF files, regardless of the email client you use.

Why Save Emails as PDFs?

Before we delve into the 'how', let's first understand the 'why'. Why should you consider saving your emails as PDFs? There are several reasons for this. Firstly, PDFs are a universal file format. They can be opened on any device without altering the formatting, making them ideal for preserving the original layout and content of your emails.

Secondly, PDFs are easy to share and store. They can be attached to emails, uploaded to cloud storage, or saved on your local storage. This flexibility makes them a suitable choice for saving important emails.

Lastly, PDFs offer a level of security that other file formats do not. You can password-protect your PDF files, preventing unauthorized access. This feature is particularly useful if the emails contain sensitive information.

How to Save Emails as PDFs?

The process of saving emails as PDFs varies depending on the email client you use. Below, we will discuss the steps for some of the most popular email clients.

Saving Emails as PDFs in Gmail

Gmail, being one of the most widely used email clients, offers a straightforward way to save emails as PDFs. To do this, open the email you want to save, click on the 'Print all' button located on the right side of the email, a new window will open, select 'Save as PDF' from the destination dropdown, and click 'Save'.

It's worth noting that this method will save the entire email thread as a single PDF. If you want to save a specific email from the thread, you will need to click on the 'Print' option in the dropdown menu of that specific email.

Saving Emails as PDFs in Outlook

Outlook also provides an easy way to save emails as PDFs. To do this, open the email you want to save, click on 'File' in the top menu, select 'Save As', choose the location where you want to save the file, select 'PDF' from the 'Save as type' dropdown, and click 'Save'.

Unlike Gmail, Outlook saves each email as a separate PDF, even if they are part of the same thread. This feature can be useful if you want to save specific emails from a thread.

Additional Tips

While the above methods work for most users, there are additional tips that can enhance your experience of saving emails as PDFs.

Using Third-Party Tools

There are several third-party tools available that can help you save emails as PDFs. These tools often offer additional features, such as batch conversion, advanced formatting options, and integration with cloud storage services.

However, when using third-party tools, it's important to ensure that they are reliable and secure. Always download such tools from trusted sources and read user reviews before using them.

Using Browser Extensions

Another option is to use browser extensions. These extensions can save emails as PDFs directly from your web browser, eliminating the need to open your email client. This can be a convenient option if you frequently need to save emails as PDFs.

Again, it's important to use reliable and secure extensions. Always download extensions from the official web store of your browser and read user reviews before using them.


Saving emails as PDFs is a practical and efficient way to preserve your important emails. Whether you use Gmail, Outlook, or any other email client, the process is usually straightforward. However, if you need additional features, you can consider using third-party tools or browser extensions. Just remember to ensure that they are reliable and secure.

About the author
Arnaud Belinga
Arnaud Belinga
Arnaud Belinga is the Co-Founder & CEO at Breakcold. He talks about Sales CRM use, marketing & sales. He loves Surfing 🏄‍♂️ & Skateboarding 🛹️.
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