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How to convert an email to PDF on Windows 10

Emails can be forwarded and sent as attachments. This is the preferred method for sending/sharing an email since it preserves header information which can be used to verify the authenticity of the message. That said, many people prefer email messages in PDF forms. It’s a simple way to share a message and it may be easier to read.

Convert email to PDF

There are three methods we’re going to cover for converting an email to a PDF; one that works for email in your browser with a focus on Gmail and Outlook, and one that works with the Outlook desktop app.

1. Gmail: Email to PDF

This method relies on Gmail’s ‘Print message’ function. Most email web portals will have one but if the one you’re using doesn’t, opt for the Outlook method. You can always connect your email to Outlook and use the Outlook web portal.

  1. Open Gmail.
  2. Select the email message that you want to convert to a PDF.
  3. At the top, (at the very end of the message line), click the printer icon.
  4. The browser print dialog will open.
  5. Make sure ‘Adobe PDF’ or ‘PDF’ is selected as the ‘Destination’, and then click Print.

2. Outlook web: Email to PDF

Make sure you’ve added your email account to Outlook.

  1. Visit Outlook and sign in.
  2. Double-click the email you want to convert to a PDF.
  3. Click the Print button at the top.
  4. Click Print.
  5. The browser print dialog will open.
  6. Make sure PDF or Adobe PDF is set as the destination and click Print.

3. Outlook desktop app: Email to PDF

Configure your email in the Outlook desktop app.

  1. Open Outlook.
  2. Double-click the message you want to save as a PDF and it will open in its own window.
  3. Tap the Ctrl+P keyboard shortcut.
  4. Make sure ‘Microsoft Print to PDF’ is selected under Printer.
  5. Click the Print button.
  6. Select where you want to save the file, and the message will be converted to PDF.

Conclusion

The PDF will include the subject and email addresses of the sender and recipient. Your email may also span several pages even if it appears to be a small message in your browser or in Outlook. This has to do with various HTML elements in the email that will be incorporated in the document. There’s no editor that will allow you to remove items. If you choose to block images in an email, the PDF will be saved without them. Lastly, if you decide to print the PDF, be mindful that you’re not printing it needlessly.

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