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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 emails from Outlook as PDF
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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 emails from Outlook as PDF
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1. Set up Virtual Printer in Windows 10

1. Set up Virtual Printer in Windows 10

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)

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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: 

Virtuellen Drucker in Windows 10 aktivieren
Santander BestCredit Ratenkredit 300x250
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2. Save Outlook emails with on-board resources as PDF

2. Save Outlook emails with on-board resources as PDF

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)

1. E-Mails markieren
2. Microsoft Print to PDF

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:

1. E-Mails markieren
2. Microsoft Print to PDF
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3. Archive Outlook emails via software as PDF

3. Archive Outlook emails via software as PDF

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)

3. E-Mails mit Nuance Power PDF archivieren
4. E-Mail Archivierung Nuance Power PDF
Nuance Power PDF 2.0 Standard DEUTSCH - WINDOWS - Vollversion - PKC - Lizenz (inkl. PDF Converter for MAC 5.0)
Nuance Power PDF 2.0 Standard DEUTSCH - WINDOWS - Vollversion - PKC - Lizenz (in*
by Nuance
  • PDF-Dateien aus jeder druckfähigen PC-Anwendung erstellen -> Erstellen Sie im Handumdrehen hundertprozentig standardkonforme PDF-Dateien.
List Price: € 39.99 You Save: € 7.67  Price: € 32.32 zum Angebot*
Price incl. VAT., Excl. Shipping
*Preise zuletzt aktualisiert am 23. August 2019 um 23:55 . Alle Angaben ohne Gewähr.

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:

3. E-Mails mit Nuance Power PDF archivieren
4. E-Mail Archivierung Nuance Power PDF
Nuance Power PDF 2.0 Standard DEUTSCH - WINDOWS - Vollversion - PKC - Lizenz (inkl. PDF Converter for MAC 5.0)
Nuance Power PDF 2.0 Standard DEUTSCH - WINDOWS - Vollversion - PKC - Lizenz (in*
by Nuance
  • PDF-Dateien aus jeder druckfähigen PC-Anwendung erstellen -> Erstellen Sie im Handumdrehen hundertprozentig standardkonforme PDF-Dateien.
List Price: € 39.99 You Save: € 7.67  Price: € 32.32 zum Angebot*
Price incl. VAT., Excl. Shipping
*Preise zuletzt aktualisiert am 23. August 2019 um 23:55 . Alle Angaben ohne Gewähr.
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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

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About the author:

Michael Suhr
Michael SuhrWebdesigner / Economist
After 20 years in logistics management, I have been working as a freelance web designer and office trainer since the beginning of 2015. Incidentally, I give tips and tricks for more digital skills in my blog as time permits.

Search by category:

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