How to Save Office 365 Emails to PDF format?

Saving Office 365 emails as PDF is a typical requirement for any user. This helps share and obtain access to crucial communications from the emails converted into the PDF format. PDFs are particularly advantageous because they maintain the original layout and content of the emails. This guide will explain simple steps to save Office 365 emails as PDF using manual as well as professional solution.

Quick Glance of Office 365 & PDF

Office 365 is a productivity suite of applications developed by Microsoft. It provides tools like Outlook, Word, Excel, and PowerPoint for personal and business use. It enables collaboration as well as access to the documents from anywhere with internet connectivity.

PDF is a common file format that saves the documents with all their formatting and allows them to be viewed on different devices and different platforms. Office 365, together with PDF, offers the possibility of creating professional documents, editing them, and sharing them with others without losing their original look.

Why to Convert Office 365 Emails to PDF?

Converting Office 365 emails to PDF has the following benefits:

1. Universal Accessibility: PDFs can be opened on almost any device without specific software, making them ideal for sharing with others.
2. Preserved Formatting: When you convert an email to PDF, the original layout, images, and formatting are maintained, ensuring that the content appears exactly as intended.
3. Easy Archiving: This is a good selection to archive important emails because, even when stored and retrieved, they do not lose the information.
4. Enhanced Security: PDF files can be password protected in order to add additional layers of security for any information contained in emails that need to be kept confidential.
5. Sharing Made Easy: Usually sending a PDF is less complex than sharing an email directly, especially for those large attachments or sending multiple recipients.
6. This content becomes searchable through many PDF tools that make it easier for you to find information related to a specific subject from your emails later.

To manually save your Office 365 emails as PDFs, follow the straightforward steps outlined in the next section, which will guide you through the process efficiently.

#1. Save Office 365 Emails to PDF using Microsoft Print to PDF

1. Open the application of Outlook 365 from your computer.
2. Locate and open the email you would like to save as a PDF.
3. Open File Menu by clicking the button "File."
4. In the File Menu, click on "Print."
5. From the Printers list, select "Microsoft Print to PDF.
6. In the resulting dialog box, make sure that the file type is set to PDF.
7. Click Save to complete the conversion.

Limitations of Free Approach

1. Single Email Conversion: The Microsoft 365 interface is also not very practical since one cannot convert more than one email to PDF.
2. Limited Email Conversion: This procedure enables only a few emails, and conversion through this procedure is therefore tedious and time consuming.
3. No Bulk Conversion: You cannot convert multiple emails to PDF format at a time using this method.

To avoid limitations of manual method, try the professional solution mentioned in the below section of the blog post.

#2. Pro Solution to Batch Convert Office 365 Emails to PDF

If you wish to migrate multiple Office 365 emails to PDF, it would be advisable to employ the aid of an automated tool in order to produce good output. You can use BitRecover Office 365 Backup Software is one highly recommended tool that has undergone testing and proved successful.

Software Steps to Save Office 365 Emails to PDF

1. Launch the Office 365 to PDF Converter on your Windows or Mac computer.
2. Enter your Office 365 email address and click "Login." If you want to save emails from multiple user accounts at once, make sure to check the "I am Admin" option.
3. The software will prompt you for your M365 password. Enter it and click "Sign In."
4. All your Outlook 365 folders will be shown in the software panel. Choose the folders you wish to convert.
5. From the available options, choose PDF as the format to save your files.
6. Use an appropriate naming style to rename the exported PDF documents.
7. If you want to convert only certain Microsoft 365 emails, set the filter options.
8. The software automatically will use your Desktop folder as a save location by default. In order to change that, just click the "Change" button and change it into some other folder of your computer.
9. Click on the "Backup" button to begin your process.
10. Convert status can be checked through the software panel. Give the software a couple of minutes for it to finish its job.
11. Once the process is done, you will see a message pop-up indicating that it was successful. Click "OK.
12. The application generates a log report file named SavingLog.txt that contains information on the converted data.
13. Finally, the software will automatically open the folder in which your converted PDF documents are saved.

Key Features of Professional Solution

1. On the software welcome screen, you would see an "I am Admin" option. From this check box, you can select any user from Office 365 and convert their email to PDF. This will help you select multiple accounts with one click of a button, which is timesaving.
2. There are many unwanted folders that are usually in Microsoft 365. Our software is showing your Office 365 folders in an easy-to-use file explorer. It makes it easy for you to mark or unmark the folders you wish to be included in the conversion.
3. The Office 365 to PDF converter offers many filters. You can export outlook 365 emails to PDF by date, email address, or subject line. Moreover, you can exclude particular folders during the conversion process also.

Final Words

In conclusion, saving Office 365 emails as PDFs is significant for easy sharing and accessibility of important communications. This is because PDFs ensure original layout and content are well preserved, making it an ideal format for archiving purposes. Though manual methods do exist, they are tedious, and you can only do single email conversions. An efficient tool like Office 365 Backup Software helps you with fast batch conversions and other added features.