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Written By Amit Chandel
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Updated on September 23rd, 2025
Top Ways to Convert Office 365 Email to PDF Format
“Martin queries, I use Office 365 to manage my business, but its free cloud storage is full. And, I don’t want to delete any of my data, so I decided to back up my emails in PDF format. I chose PDFs because they are easily accessible and secure. So how can I easily convert my Office 365 emails into PDFs?”
Many users use the free cloud storage space provided by Office 365 to store their data. However, it’s too little and it’s easily filled, and it stops receiving or sending emails. So users need to back up or delete their old emails to keep receiving emails. Therefore, this blog discusses the methods that will help users convert Office 365 email to PDF. First, there is a manual method to handle small-scale backup, followed by the proficient MailConverterTools Office 365 Backup Tool. After all, this is the complete solution to finish their email backup.
Why Save Emails from Office 365 to PDF?
Office 36 emails are saved in Microsoft’s cloud server, making them easily accessible online anytime and anywhere. However, these files are not easily portable. Meanwhile, PDFs are widely supported, and they can be accessed without any specific platform. So users get the following benefits:
- You can open PDFs almost anywhere on any device.
- Many industries require email logs to be maintained in PDF format for audits or legal action.
- PDFs can be password-protected and saved offline.
- It’s generally easier to share one PDF than to forward multiple emails.
Thus, converting to PDF is the functional way to preserve and share your Office 365 without any dependencies.
Manual Method to Save Microsoft 365 Emails as PDF
Office 365 doesn’t provide any direct option to export emails as PDFs. Hence, it’s necessary to choose other approaches, whether it’s a manual method or using a tool. Below is the most effective manual method to save your emails as a PDF.
Steps to convert Office 365 email to PDF are:
- First, open Outlook on your system and log in with your Office 365 account.
- Then, open the desired folder and access the email to export.
- Further, click on the File tab and choose print or press CTRL+P.
- Now, choose the Microsoft Print to PDF option from the list of printers and click Print.
- After that, choose the destination to save the PDF and name it.
- Finally, click on Save to finish the process.
Repeat the same process for each email you want to convert to complete the conversion. However, it consumes a high amount of time and is lengthy to migrate a large mailbox.
Limitations of the manual method
- Time-intensive for converting multiple emails.
- It possesses a high risk of losing attachments or metadata.
- This user requires technical knowledge to work with Outlook.
- Also, it’s not feasible for large-scale exports or compliance-driven archiving.
Professional Tool to Convert Office 365 Email to PDF
One should use the Office 365 Backup Software to export Office 365 emails to PDF files with accuracy. Not only accurate, but the tool also avoids any data loss and maintains the formatting like the original file. Additionally, the tool has an easy-to-use interface that is perfect for new or non-technical users. Furthermore, the tool is packed with special built-in features that help users to condition their conversion process. Therefore, it’s a smart solution for small businesses and enterprise backups or exports. Along with these, it is compatible with all versions of Windows, and can backup folders independent of their size.
Steps to convert using the tool:
- First, install and open the backup tool on your local system.
- Second, Sign In with your Office 365 login ID and Password.
- Then, select the source Backup Options and click Next.
- Moving on, from the folder hierarchies, preview your Office 365 account. And, check the necessary folders that you want to convert, then click Next.
- From here, from the listed File Formats, choose the PDF option.
- Finally, Apply Filters, select the required folder path to save, and then click Convert.
Successful User Case:
“Recently, a law firm needed to archive more than 25,000 Office 365 emails for a compliance audit. The law firm grew frustrated when its manual methods failed because of time constraints and challenges. However, with the support of the specialized Office 365 backup and restore tool, they completed the conversion process within a few hours. Every mailbox conversion preserved every attachment, header, and folder structure. The IT manager wrote, ‘The process was effective and the PDFs were the same as the original emails.’”
Best Way to Convert Office 365 Email to PDF: Users’ Lookout
In specific scenarios, converting Office 365 email messages to PDF is important for secure archiving and convenient sharing. From the users’ feedback, the Office 365 Backup tool is the best for converting their Office 365 emails in bulk. Additionally, the tool offers many advanced functionalities to help users with migration.
- It is quick and preserves the content, attachments, and formatting.
- The tool can index large mailbox data sets and multiple accounts.
- Additionally, it’s easy to use and avoids the hassle of copying or pasting.
There is, of course, some expectation and review with the application of a manual approach. Especially when dealing with the quantity of bulk email. If you demand speed, accuracy, and convenience, the backup tool is hands down. Because it’s the best way to change Office 365 emails in PDF without compromise!
Frequently Asked Questions
Q1. Why should I convert Office 365 emails to PDF?
Ans. Converting Office 365 emails to PDF makes them easy to store, share, and access anywhere. PDFs keep the email’s formatting and details intact, making them perfect for backups, legal records, or offline use.
Q2. Which is the best tool to save emails from Office 365 to PDF?
Ans. The MailConverterTools Office 365 Backup Tool is one of the best options. It quickly converts multiple emails to PDF while keeping attachments, formatting, and folder structure safe and organized.
Q3. Will attachments be saved when I change Office 365 emails to PDF?
Ans. Yes. When you use the reliable backup tool, all attachments are preserved along with the email content, so nothing important is lost during the conversion.
About The Author:
Meet Amit, an experienced SEO expert and content planner. He uses his creativity and strategy to create content that grabs attention and helps brands reach their goals. With solid skills in digital marketing and content planning, Amit helps businesses succeed online.
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