Are you tired of struggling with your Outlook emails and attachments? Do you wish there was an easier way to save, share, and secure your important correspondence? We've got you covered. In this guide, we'll walk you through the process of converting Outlook emails to PDF with attachments, step by step. But before we dive in, let's explore why this conversion is crucial for you. Join us on this journey to simplify your digital life.
Part 1: Why Convert Outlook Email to PDF with Attachments?
Converting your Outlook emails to PDF with attachments offers several compelling advantages
Enhanced Security and Confidentiality: PDF files provide robust security options, including encryption and password protection, ensuring the confidentiality of your content.
Universal Compatibility: PDFs can be opened on virtually any device or operating system, making it easy to share your emails and attachments without compatibility issues.
Preservation of Formatting: Converting to PDF maintains the original layout, fonts, and formatting of your emails, ensuring they look as intended on any device.
Part 2: How to Convert Outlook Email to PDF with Attachments?
Method 1: Use Windows 10 'Print to PDF' Driver
When an attachment is included for print, Outlook will open it in the associated application, invoking the 'Print to PDF' command. For example, a Word document will open in MS Word with the 'Save Print Output As' dialog box.
However, if the attachment is of an unfamiliar type, you may need to choose an app to open it, which can be cumbersome.
One drawback is that you can't combine the email and attachments into a single PDF file. To do so, you'll need an additional PDF merging tool.
While this method is suitable for casual use, especially if you're using Windows 10, for professional and more efficient solutions, you may want to explore dedicated 'Save as PDF' add-ins discussed in other methods.
Method 2: Use 'Save as PDF' Add-in for Outlook
Step 1:
To export emails as PDF, select the desired emails from your Inbox, and click the 'Export As' button in the Outlook ribbon, or simply right-click the emails.
Step 2: You have three options for output:
Output as individual PDF:
Choose this to export the email and its attachments as separate PDF files in your chosen location.
Merge all attachments to a single PDF:
Choose this to export the email to one PDF file and combine its attachments into a separate PDF file.
Merge attachments and email to a single PDF:
Choose this to save both the email and its attachments to one long PDF file.
This method strikes a balance between efficiency and versatility. It's especially valuable for professionals who frequently deal with emails that need to be converted to PDF, offering a convenient way to manage email content and attachments. It's a practical choice for a wide range of users.
Method 3: Use Adobe Acrobat Outlook Add-in
If you're a subscriber of the Adobe Acrobat ecosystem, there's a dedicated Outlook add-in available. This add-in allows you to quickly convert Outlook messages to PDF files with a single click.
Adobe Acrobat offers more advanced features, such as the ability to create PDF portfolios, apply security measures, and more.
It's worth noting that Adobe Acrobat is a premium solution, and its cost may be a limiting factor for some users. If you're looking for comprehensive features and are willing to invest, this method provides one of the most flexible and feature-rich approaches to saving emails as PDFs.
Part 3 How to Convert Outlook Email to PDF with Attachments on an iPhone or iPad
Step 1: To convert an Outlook email to a PDF with attachments on your iPhone or iPad, begin by opening the Mail app.
Step 2: Next, tap on the specific email message you wish to save as a PDF. This action will open the email for further processing.
Step 3: Locate the action button, identifiable by its resemblance to a reply arrow. This button is not just for replying; it also serves the purpose of initiating various actions, including converting the email to a PDF.
Step 4: Scroll down through the options until you find and tap on the Print option. It's important to note that this step, while it may seem like you're preparing to print, is actually the method to convert the email into a PDF.
Step 5: To gain a better view and control over the email's content, pinch open the thumbnail image of the first page of your email.
Step 6: Now, locate and tap the Share button situated in the upper right corner of your screen. This button typically resembles a box with an arrow pointing upwards.
Step 7: Finally, select the app or storage location where you want to save or share your PDF-converted email. For instance, you can choose to save it to iCloud or opt for other apps or cloud storage options based on your preferences and requirements.
Part 4: Best Free Alternative to Microsoft Office - WPS Office
WPS Office is a feature-rich, versatile office suite that stands as one of the best free alternatives to Microsoft Office. It comprises a word processor, a spreadsheet program, and a presentation software, making it a comprehensive solution for your document creation and editing needs.
From my experience, I've found it to be a reliable and free solution for creating, editing, and sharing documents while maintaining compatibility with industry-standard file formats.
How to Download WPS Office
Step 1: Start by visiting the official WPS Office website.
Step 2: On the website, look for the "Free Download" button.
Step 3: The download process will begin automatically.
Step 4: Follow the on-screen instructions and prompts to complete the installation process.
Following these straightforward steps will enable you to easily download and install WPS Office on your computer.
How to Convert Email to PDF in WPS Office
Step 1: Open WPS Writer on your computer and create a new document.
Step 2: Navigate to the "Insert" tab located in the menu bar.
Step 3: Within the "Insert" tab, locate and click on the "Email" button.
Step 4: You will be prompted to enter your email address and password to log in to your email account. Provide the necessary login credentials to access your email.
Step 5: Once you are successfully logged in, select the specific email that you wish to convert into a PDF format.
Step 6: After selecting the email, click on the "Convert to PDF" button. This action will initiate the conversion process.
FAQs:
How do I stop Outlook from converting attachments to PDF?
You can stop Outlook from automatically converting attachments to PDF when composing new emails. To do this, go to the Outlook > Email to PDF toolbar, click on "Output Settings," and under "Attachments to PDF," select the "Do Nothing" option.
How do I change attachment settings in Outlook?
If you need to adjust attachment settings in Outlook, access the Outlook > Email to PDF toolbar and click on "Output Settings." From there, you can modify the settings related to attachments according to your preferences, allowing you to tailor the conversion process to your specific needs.
Can I convert Outlook emails to PDF on a Mac?
Yes, you can convert Outlook emails to PDF on a Mac. One common method is to use the built-in macOS feature that allows you to print an email as a PDF. Additionally, there are third-party applications and add-ins available for Mac users that can simplify the conversion process.
Summary
In this comprehensive guide, we've explored the benefits of converting Outlook emails to PDF with attachments. We provided step-by-step instructions for the conversion process and introduced you to a fantastic free alternative to Microsoft Office - WPS Office. Whether you prioritize security, compatibility, or preserving email formatting, this guide has you covered. Don't let email management stress you out - simplify your digital life today!
