03 Quick Methods to Convert Office 365 Emails to PDF With Attachments

User Query:

“I use Office 365 for my official communications, which often contain important messages and attachments. I need to backup all my emails and attachments in an easily accessible file format, Preferably PDF. Please suggest a safe and quick way to save Office 365 emails as PDF files.”

If you are also looking for the solution to the query “How to convert email to PDF in Office 365?” Then this blog is for you. Here, We will discuss both manual and professional Office 365 Email Backup Tool to convert Office 365 emails to PDF. So, stick to the end of the blog to find out the method that best suits you.

Quick Overview

Office365 or Microsoft 365  is a cloud-based productivity software developed by Microsoft, which facilitates communication through emails. It is both a Desktop-based and a web-based application. Additionally, it provides integrated applications such as MS Word, MS PowerPoint, Outlook 365, etc.

PDFs are the most widely used and shared file formats for documents, resumes, security, etc. It is the most compatible file format and storing data in PDF files is secure. Let’s look at some other benefits of saving Office 365 emails as PDFs.

Why do Users Save Office 365 Emails as PDF Files?

Some of the common benefits of downloading emails from Office 365 to PDF are:

• Users can create a backup of Office 365 emails to access them offline.
• It provides a secure backup as the data stored in a PDF file cannot be altered or modified.
• PDF files are independent of any third-party applications, They are easily accessible from any device, anywhere.
• Users can encrypt their PDF files to protect their data from any unauthorized access.
• PDFs are easy to share, portable, and smaller in size.

Further, let us move on to find out how to save outlook365 email as PDF with attachments?

Traditional Methods to Convert Office 365 Emails to PDF

Here, we will discuss the various ways through which you can easily convert Outlook 365 email to PDF. Nevertheless, users can go with the manual approach or can use the suggested professional tool to perform this conversion. Here is the step-by-step guide to export Office 365 emails into PDF manually.

Method 1: Using Microsoft Print to PDF

You can easily download Office 365 to PDF using the Microsoft Print to PDF option. Follow the step-wise procedure to save Office 365 emails:

• Firstly, open the Outlook 365 application on your system.
• Now, open the email you want to save into a PDF file.
• Then, in the File menu, navigate to the Print option.
• In the Destination field, choose the Microsoft Print to PDF option.
• Lastly, hit the Save button to download emails from Office 365 to PDFs.

This is how you convert Office 365 emails to PDF. However, if you are using the Outlook application, go for:

• Click on the particular email you want to convert.
• Go to File and click on Print option.
• Then, choose the Microsoft Print to PDF option.
• And, hit Print.
• Specify a file name to save and destination. Click Save.

Apart from this, there are other methods to migrate Office 365 to PDF.

Method 2: Download Emails from Office 365 to PDF Using MS Word

The alternative method to convert Outlook emails to PDF is using the Save As option. Do as directed below:

• Launch the Outlook application on your PC.
• Select the email you have to convert into PDF file format.
• Go to the File menu and then click on the Save As option.
• In the Save As dialogue box, Choose the destination to save the resultant file.
• Then, click Save and your Outlook emails will be saved in HTML.
• Right-click on the HTML file and open it in MS Word.
• Again, go to the File section and choose Save As.
• Select PDF as saving file format.

Hence, these are simple and easiest ways to transfer Office 365 mailbox as a PDF. However, the manual process has some limitations too.

Downsides of the Traditional Method

• Users can convert only one email to PDF at a time. For multiple emails, you need to repeat the process individually for each email.
• The process will consume plenty of time when you have to migrate emails in bulk.
• High chances of duplicate PDFs for a single email.

Therefore, to overcome such limitations and easily convert Outlook 365 email to PDF, we recommend using an automated tool.

Direct Solution to Convert Office 365 Emails to PDF

DRS Office 365 Backup Tool is a trustworthy software tool to save Office 365 emails as PDF files with attachments. This tool ensures an easy bulk conversion of Office 365 emails into PDF format without disrupting folder integrity. Apart from converting email to PDF, the tool provides a backup of Office 365 emails in PST, MSG, MBOX, CSV, and more. Moreover, the tool is equipped with various latest features to make migration easy and precise. Some of its exclusive features are:

• Backup data from the mailbox, public folder, and archive folder.
• Migrate from Office365 to Google Workspace,  AOL, Gmail, Yahoo Mail, Office 365, etc.
• Also, it helps to skip duplicate emails, contacts, calendars, tasks, etc from the process.
• Converting necessary emails using the Date range mail filter.

Conclusion

Here, in the above article, we have shared the different methods to Convert Office 365 Emails to PDF. Using these methods, you can keep your Office365 emails organized and easily accessible on any platform. Users can migrate a few emails using the manual approach. But to migrate emails in bulk, go for a reliable, professional Office 365 backup tool. Moreover, the professional tool is quick and has minimal chances of data loss during migration.

Related Post: Office 365 Tenant-to-Tenant Migration.