Best Methods to Save Office 365 Emails as PDF Format

Written By Shivam Rathore
Updated on July 11th, 2025

Summary: Modern enterprises rely heavily on Office 365 for communications, documentation, and data archives. But for legal audits, client reports, and offline records, it becomes essential to save Office 365 emails as PDF. But Microsoft doesn’t offer a built-in bulk export to PDF feature. Therefore, this guide covers the best techniques, including manual ways and an autonomous Office 365 Backup Tool, ensuring no losses, breaks, or attachment exclusion.

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Who Must Convert Office 365 Email to PDF?

The following persons need to convert Microsoft 365 to PDF for the benefits, like platform independence, long-term archive, and more. These are:

Regulatory bodies that are in need of static and non-editable compliance and legal documents.
HR and finance departments archiving email threads with employees and clients for future reference.
Individual non-technical users who need to share emails securely without Office 365 access.
Legal teams that require emails for offline review and evidence building for cases.

How Do You Ideally Save Office 365 Emails as PDF?

There is a free manual way with the help of the Outlook application, either on desktop or web. And the other one is to use a dedicated tool on your PC, which is trusted by the experts. The steps for both are quite easy to follow and can be performed with basic technical knowledge. Go through them one by one below.

Native Tricks to Export Emails from Office 365 to PDF

It is suited if you are saving only individual or a few Office 365 emails. This is because it has no batch export option, folder-wise organization, and works on repetitive steps for many emails. To understand the process, see these steps:

On the Outlook Desktop App

Start the MS Outlook application and browse to the mail folder (Inbox, Sent Items, etc.).
Next, locate and open the specific email you wish to print and save.
Further, click File →Print or press Ctrl + P keys together, and the print wizard opens.
Here, set the Printer destination to Microsoft Print to PDF and apply settings.
Finally, click Print →pick a folder and tap on Save Office 365 emails as PDF.

On the Outlook Web App

Open OWA on a browser of your choice and browse to emails.
Once you’ve chosen the email you want to save, hit Ctrl + P.
Or, move to More Actions and press the Print option there.
Next, select Save as PDF, adjust your settings, and then click Print.
Lastly, pick your folder destination and click Save.

These free methods are unsuitable for organizations with large mailboxes and email attachments. Also, it can be too time-consuming with a lot of manual hassle and high risk, and no guarantee for data preservation and confidentiality. So, better to move over to a more secure and accurate solution, like the trusted expert-recommended tool.

Automatically Save Emails from Office 365 Account to PDF

When dealing with batch emails, compliance documentation, or multiple mailboxes, using the professional Office 365 Backup Tool is the solution. It allows exporting entire mailboxes in one go with email structure retained, formatting preserved, and content and attachments intact. Additionally, it runs on all versions of Windows and Mac with ease, being an ideal solution for individuals and IT teams.

Do You Know?

“A legal department had to save Office 365 emails as PDF. Basically, they needed to export all data from 2018-2023, scattered across 3 Office 365 accounts. So, they decided to export in universal PDF format for an ongoing litigation.”

Using this tool, they were able to:

Filter emails by Date Range, excluding the unnecessary newsletters and promotional emails too.
Retain the attachments within the PDF files without compromising confidentiality and ensuring nothing is missed.
Completed the export accurately within 2 hours, saving 2-3 days of hard manual work.

Understand These Steps to Convert Office 365 Email to PDF:

Open the Office 365 Email Backup Software, then click Backup and sign in.
Or, for multiple accounts, Import CSV and then select the user and mailboxes.
Then, pick a specific backup option of choice, click Next, and preview folders.
Select the specific Office 365 email folders to move and click Next.
Further, select the PDF format from the Save/Backup list and apply filters.
At last, choose your desired final saving folder and click on Convert.

Pro Tip: If needed, you can even export Office 365 mailbox to PST or other formats and email clients with this easy-to-use tool.

Conclusion

While the manual techniques are optimal for one-time needs with smaller mailboxes. Enterprise users need a more scalable, secure, and correct solution, like an automated tool to save Office 365 emails as PDF. For all your needs and trusted conversions, get the tool’s paid or demo version. If having any doubts or concerns while converting 10,000+ emails at once, get in touch with our experts.

Frequently Asked Questions

Q1. Is it possible to save Office 365 emails to a PDF in bulk?

Ans. Yes. The Office 365 Backup and Restore Software lets you save multiple emails from Office 365 directly to PDF files. It has no restrictions for file size or count.

Q2. Will attachments be included when I convert Office 365 emails to PDF?

Ans. Yes, of course. The attachments are automatically included when you export emails from Office 365 account to Adobe PDF format until you choose to exclude them.

About The Author:

Shivam Rathore

Meet Shivam, an experienced SEO executive and content strategist. He combines creativity with strategy to craft engaging content that connects with audiences and supports brand goals. With strong expertise in digital marketing and content planning, Shivam helps businesses thrive online.