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How to Save Email as PDF

Dec 13 2023

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Read time

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Ever need to save an email as a PDF? Whether you want to print out a hard copy version, archive the content for your records, or repurpose the email content, the solution is simpler than you think.

Join us as we take a look at how to save an email as a PDF. We’ll show you how to turn emails from Outlook and Gmail into PDF files you can use and work with.

Let's take your email management to the next level.

How to save an Outlook email as a PDF

To save an email from Outlook to a PDF document on your desktop app, follow these steps:

1. In your Outlook inbox, locate and open the email you wish to save as a PDF.

2. Click on the File menu tab.

3. In the Print options, select your printing options for your email content.

Save an Outlook email as a PDF

4. Click on Print and then click on the Print button.

5. In the pop-up, under Destination, choose Microsoft Print to PDF.

6. Select a location and a name for your PDF and click on Save.

How to Save an Email as a PDF in Gmail

If you’re a Gmail user, the process is just as easy. Follow the steps below to start getting your email into PDF:

1. Go to your Gmail account.

2. Locate and open the email that you want to save as a PDF.

3. Click on the three-dots menu in the top-right corner or click on the Printer icon.

4. Select Print.

Quickly save a Gmail email as a PDF

5. In the Print dialog, select Save as PDF.

6. Under More settings, set your printing options.

7. Click on Save and download the email to your device as a PDF file.

Use Xodo to instantly work on PDF email content

Once you have your email in PDF format, it doesn’t mean your work has to stop there. You can use online PDF tools like Xodo to work on the PDF email.

  • Annotate PDF: For those of you who are saving emails to review, go over, or maybe point out some text in written statements, you’ll need to mark up your PDF email content with a PDF annotator tool. You can apply your own notes, highlights or underlines.
  • Redact PDF: Emails will contain either your recipient or your own personal contact information. By redacting PDF data, you can share full copies of the email message or archive it for future reference without any worries.
  • Crop PDF: Because email messages are usually short will mean having to deal with a lot of empty white space, especially when it comes to long email threads. You can simply crop out PDF content you don’t need for a highly tailored PDF document.
  • Flatten PDF: If you need to secure any changes that have been made to your PDF, you can flatten your PDF file as a quick way to ensure the PDF layers and the content remains locked down and secure.
  • Archive PDF: Naturally, if you’re saving your email content for historical purposes – be it for company records for reference or attached to official business documents, archiving your PDF email message is the way to go to ensure anyone in future can open and view your email content.

Use Xodo to work efficiently with any PDF content

From archiving important information and creating a legal paper trail to seamlessly sharing information and reusing the content, saving an email as a PDF can easily be an integral part of your digital workflow.

Not only do you get to work with emails in the same way you work with documents, you also have a full set of over 30 PDF tools when you use Xodo to achieve any PDF task you may have for your email content. You can extend your digital document workflows with ease.

Try Xodo on any content you save as a PDF and enhance your document management workflow!

Start Xodo Pro Free!
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Reena Cruz

PDF Productivity Expert

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