Archive Outlook E-Mails as PDF
The more emails you collect in your mailbox, the more confusing it gets over time. At some point the big broom will probably be used, and mails will be deleted that you might have preferred to keep in retrospect.
Of course, Outlook itself also offers an archiving function to save space, but you can only get these emails in readable form if you also use an Outlook. Therefore, one would actually need a way to save emails in a common format as the PDF format.
We would like to describe in this article how you can store and archive all e-mails in Outlook as PDF files in one go.
Archive Outlook E-Mails as PDF
The more emails you collect in your mailbox, the more confusing it gets over time. At some point the big broom will probably be used, and mails will be deleted that you might have preferred to keep in retrospect.
Of course, Outlook itself also offers an archiving function to save space, but you can only get these emails in readable form if you also use an Outlook. Therefore, one would actually need a way to save emails in a common format as the PDF format.
We would like to describe in this article how you can store and archive all e-mails in Outlook as PDF files in one go.
Although Windows does not allow you to save e-mails as a PDF directly under Windows in combination with Outlook 2016, you can print / save them as a PDF using the “Microsoft Print to PDF” service using a virtual printer.
By default, this is also enabled (at least in Windows 10), so you do not have to do anything here. If the service is not activated, it can be easily added in Settings – Devices – Printers and Scanners.
See picture: (click to enlarge)
Although Windows does not allow you to save e-mails as a PDF directly under Windows in combination with Outlook 2016, you can print / save them as a PDF using the “Microsoft Print to PDF” service using a virtual printer.
By default, this is also enabled (at least in Windows 10), so you do not have to do anything here. If the service is not activated, it can be easily added in Settings – Devices – Printers and Scanners.
See picture:

Now we have the option to save emails not only individually but also as a collective order as a PDF.
Note:
However, it should be noted that here are not the attachments such. Pictures, documents, etc. are taken into account. Only the emails themselves are archived.
To save multiple e-mails in one go as a PDF, proceed as follows:
- Select the desired e-mails in Outlook
- Go to the tab “File” – “Print” and select there as printer “Microsoft Print to PDF”
- Select the desired location and a file name
See picture: (click to enlarge)
Now we have the option to save emails not only individually but also as a collective order as a PDF.
Note:
However, it should be noted that here are not the attachments such. Pictures, documents, etc. are taken into account. Only the emails themselves are archived.
To save multiple e-mails in one go as a PDF, proceed as follows:
- Select the desired e-mails in Outlook
- Go to the tab “File” – “Print” and select there as printer “Microsoft Print to PDF”
- Select the desired location and a file name
See picture:


As you have seen, the whole thing is actually quite comfortable with the virtual printer from Microsoft.
However, if you need a few more functions, and especially if you want to include e-mail attachments in archiving, you can not avoid an external software solution.
We can recommend Nuance Power PDF Standard which we also use for several years, and now do not want to miss, since it integrates perfectly with Outlook and offers a whole lot more options.
The procedure for archiving here is similar to the previous one:
- Mark the desired e-mails for archiving
- Now choose one of the options for archiving via the new tabs
At the end, you have displayed all e-mails reasonably sorted, and you can also process them as you like.
See picture: (click to enlarge)
As you have seen, the whole thing is actually quite comfortable with the virtual printer from Microsoft.
However, if you need a few more functions, and especially if you want to include e-mail attachments in archiving, you can not avoid an external software solution.
We can recommend Nuance Power PDF Standard which we also use for several years, and now do not want to miss, since it integrates perfectly with Outlook and offers a whole lot more options.
The procedure for archiving here is similar to the previous one:
- Mark the desired e-mails for archiving
- Now choose one of the options for archiving via the new tabs
At the end, you have displayed all e-mails reasonably sorted, and you can also process them as you like.
See picture:


Search the net for other topics:
About the author:
Search the net for other topics:
About the author:
Popular Posts:
Create a Word letter template with form fields
Erstellen Sie eine professionelle Briefvorlage nach DIN 5008 mit Formularfeldern und Dropdownlisten in Microsoft Word, und schreiben Briefe so leicht wie Sie ein Formular ausfüllen würden.
Protect Word documents from editing
Protect your documents in Microsoft Word from unauthorized editing or block access completely.
Show and remove duplicate entries in Excel | Tutorial
Wir erklären wie Sie doppelte Einträge aus Excel entfernen. Und auch wie Sie doppelte Einträge in Excel nur anzeigen aber nicht gleich löschen um im Einzelfall zu entscheiden.
The Xreference function – difference to Sreference and Wreference
Den Sverweis und den Wverweis kennt so ziemlich jeder der Excel verwendet. Etwas neuer hingegen ist der Xverweis mit dem sich einige Schwächen der bislang genutzten Funktionen ausbügeln lassen. Wir erklären die Unterschiede von Xverweis zu Sverweis & Wverweis.
Custom Formatting Excel – Number Format Codes Excel
Wir erläutern an einem praktischen Beispiel die Bedeutung und die Einsatzmöglichkeiten der benutzerdefinierten Formatierung in Excel. Zahlenformatcodes in Excel sind kein Hexenwerk!
Apply nested functions in Excel
Nested functions in Excel offer the possibility to combine several arguments with each other or to exclude conditions. We explain how it works.
Word & Excel Templates:
Word CV Templates:
Monthly Bestseller:
Popular Posts:
Create a Word letter template with form fields
Erstellen Sie eine professionelle Briefvorlage nach DIN 5008 mit Formularfeldern und Dropdownlisten in Microsoft Word, und schreiben Briefe so leicht wie Sie ein Formular ausfüllen würden.
Protect Word documents from editing
Protect your documents in Microsoft Word from unauthorized editing or block access completely.
Show and remove duplicate entries in Excel | Tutorial
Wir erklären wie Sie doppelte Einträge aus Excel entfernen. Und auch wie Sie doppelte Einträge in Excel nur anzeigen aber nicht gleich löschen um im Einzelfall zu entscheiden.
The Xreference function – difference to Sreference and Wreference
Den Sverweis und den Wverweis kennt so ziemlich jeder der Excel verwendet. Etwas neuer hingegen ist der Xverweis mit dem sich einige Schwächen der bislang genutzten Funktionen ausbügeln lassen. Wir erklären die Unterschiede von Xverweis zu Sverweis & Wverweis.
Custom Formatting Excel – Number Format Codes Excel
Wir erläutern an einem praktischen Beispiel die Bedeutung und die Einsatzmöglichkeiten der benutzerdefinierten Formatierung in Excel. Zahlenformatcodes in Excel sind kein Hexenwerk!
Apply nested functions in Excel
Nested functions in Excel offer the possibility to combine several arguments with each other or to exclude conditions. We explain how it works.