One of the common tasks is to save Outlook correspondence for archiving, safe-keeping, backup, or other purposes. This article explains how to export emails with attachments from Outlook and convert them to PDF – one by one or multiple files at once – with DocuFreezer.
Saving Outlook emails as PDF
If you want to get an email message from Outlook, you can export it to either of the following formats:
- Text Only (TXT)
- Outlook Message Format (MSG)
- HyperText Markup Language (HTML)
- Web page archive file format (MHT)
- Outlook Template (OFT)
Surprisingly, saving emails as PDF isn't available. There is no option to convert an email straight to commonly used PDF format in Microsoft Outlook 2013, 2016, 2019, or Outlook for Microsoft 365.
Therefore, you'll need a third-party email-to-PDF converter for this task. Besides, if you have many emails to convert, it can be very time-consuming. In this case, it is a good idea to use batch conversion software such as DocuFreezer.
The number of files added to DocuFreezer's List of files is unlimited – you can convert as many files at once as needed.How to save emails as PDF
1. Open DocuFreezer
DocuFreezer is a handy file converter that can turn emails with attachments into PDF (standard PDF or PDF/A), plain text, or images: JPEG, PNG, TIFF.
2. Drag'n'drop messages directly from Microsoft Outlook to DocuFreezer
Add your email messages to DocuFreezer directly from Microsoft Outlook simply by drag'n'dropping them.
Note: if you have your email message files already saved on your PC (as EML, MSG, PST, HTML, TXT, etc.), you can drag and drop them the same way or load them via the Add files or Add folder button.
3. Select PDF as output format and start batch conversion
If you don't have any specific requirements, you can keep the settings default. Just click Start after selecting PDF as output format, and the batch conversion process will begin.
As a result, you'll get each email and each attachment as separate PDF files.
Learn about other ways to handle attachments →
Download email-to-PDF conversion software
How to convert Outlook emails to PDF with attachments
One of the common tasks is creating a combined PDF from an email and attachment(s). With DocuFreezer, you can save multiple emails with attachments into a single multi-page PDF in batch mode. Different options are available:
- Ignore – convert emails only and ignore all attached files
- Separate – create separate files for each email and attachments (default option)
- Combine (attachments after main doc) – convert the email and append its attachment(s) after it
- Convert attachments only – process only attachments and ignore the main doc
- Combine (attachments before main doc) – convert the email and prepend its attachment(s) at the beginning
Convert emails & attachments with DocuFreezer
How to export emails from Outlook to your PC
If you want to back up email messages locally, you can save a single one or export a batch of emails, i.e., save one email at a time or entire folders at once.
Method #1: File > Save as
- Open Microsoft Outlook;
- Select the needed letter;
- Click File > Save as;
- Select output location and file type (TXT, OFT, MSG, HTML, MHT)
- Click Save.
If you select multiple email messages at once in Outlook, you'll only be able to export them in Text Only (*.txt) format.
Method #2: Drag'n'drop to the desired location
Alternatively, you can use a drag and drop method. Select a handful of emails in Outlook, and drag'n'drop them onto a folder in File Explorer. For each one, Outlook will create an MSG file containing the message.
Method #3: Export an entire email folder (as PST)
- Open Outlook and click the File tab;
- Select Open & Export from the left sidebar;
- Click on the Import/Export option in the main panel;
- Select the Export to a file option;
- Select Outlook Data File (.pst) and click Next;
- Select the folder that you want to export. Make sure that the Include subfolders check box is selected. This ensures that everything in the selected folder will be exported. Choose Next;
- Check further options, select the output folder, add an optional password (if necessary) and click Finish.
The Personal Folders file (.PST) containing email, contacts, and calendar backup will be saved to your chosen folder.
How to convert PST to PDF with DocuFreezer
Once you have your email folder exported as a PST file from Outlook, you can now import it to DocuFreezer for further conversion to PDF. DocuFreezer will automatically get all emails from your PST file and add them to the List of files as MSG files.
Afterward, select PDF as Output file type, choose the Output folder, and click the Start button. File conversion will be finished in a short while. Congratulations! Now you have your email messages converted to PDFs.
DocuFreezer supports both Offline Outlook Data File and Outlook Data File types – those with PST and OST file extensions. These archive-based files can include email data.
These are other file types supported by DocuFreezer that can contain emails and related data (headers, attachments, calendar notes):
- MSG
- EML
- PST
- OST
- ICS
- HTML
- MHT (MHTML)
- TXT
- EMLX
- P7M
Convert PST to PDF with DocuFreezer
Advanced settings for saving emails to PDF in DocuFreezer
Merge all emails from the list to a single PDF file
If you want to combine several emails into one large document, use the Merge into one PDF option in DocuFreezer Settings. This will let you convert all emails from the list into one multi-page PDF document.
Keep original names of email files when creating a merged PDF/TIFF
If you're converting emails including email attachments into a PDF or TIFF and want to keep their original names, use the {*containername} macro. For example:
Combined file: {*containername}.pdf
You can do the same if you're converting to the TIFF format.
Batch convert emails to a searchable PDF
If the original emails contain text, the resultant PDFs will keep it. They will be searchable, so you'll be able to select and copy the text in them. However, if your original files are "flat" raster images and don't have a text layer (e.g., they are scans), DocuFreezer can recognize text via OCR. You'll be able to easily get editable PDFs or text files out of source email files.
Set output paper size for Outlook MSG and EML files
You can define the paper size of the output email pages. To do it, find the Page size setting under the E-mail message format section in DocuFreezer's Advanced Settings.
What else DocuFreezer can do with emails
Here's what else you can do to convert your email files the way you need it.
#1 Sort emails by the delivery date and time before bulk conversion
Sort Outlook message files by E-mail delivery time in the List of files.
#2 Sort email attachments in the output folder
Sort email attachments in the output folder by name, type, size, date.
#3 Use include or exclude mask for email attachments
To allow processing only or restrict specific attachment types, you can use a filter mask.
#4 Convert only the first pages of email files
To select only specific pages, change DocuFreezer's Advanced Settings > Page layout > Page range.
#5 Add new emails as pages to an already existing PDF
You can set DocuFreezer to add new pages to an already existing PDF. This will help you keep a single PDF updated with all relevant information when new emails are received.