In today's digital world, emails have become an indispensable part of our daily lives. Whether it's for work, personal communication, or important documents, emails hold valuable information that we want to preserve and share easily. Converting emails to PDF files offers a convenient and secure solution for safeguarding these digital assets. This comprehensive guide will walk you through the process of saving emails as PDFs, ensuring that your important messages remain accessible and protected.
Part 1: Why Save an Email as a PDF?
In the fast-paced digital world, emails have become our primary mode of communication, carrying important messages, documents, and information. While emails are readily accessible within our inboxes, there are compelling reasons to save them as PDF files.
1. Enhanced Archiving: PDF files offer a reliable and secure format for archiving emails. Unlike emails, which can be accidentally deleted or lost due to technical glitches, PDFs are more resilient and can be stored for extended periods without losing their integrity or formatting.
2. Easier Sharing: Sharing emails can be cumbersome, especially when dealing with multiple recipients or large attachments. Converting emails to PDFs simplifies the sharing process. PDFs are universally compatible, allowing anyone with a PDF viewer to access the content without any compatibility issues.
3. Improved Document Presentation: PDFs preserve the formatting and layout of emails, ensuring that the content is presented consistently across different devices and platforms. This is particularly important for emails containing images, tables, or other visual elements.
Real-life examples:
Legal Documents: If you receive an important legal document via email, such as a contract or a court order, converting it to a PDF is crucial for secure storage and preservation.
Financial Records: Invoices, bank statements, and other financial records sent via email should be saved as PDFs to maintain their integrity and facilitate easy retrieval for tax purposes or financial audits.
Travel Plans and Reservations: When booking flights, hotels, or rental cars, the confirmation emails often contain crucial information like itineraries and booking details. Saving these emails as PDFs ensures easy access to travel information when needed.
Part 2: How to Save Outlook Email as a PDF?
Converting Outlook emails to PDF files is a straightforward process that can be accomplished using various methods. Here, we'll guide you through three simple methods for saving Outlook emails as PDFs on both Windows and Mac systems.
Method 1: Save outlook email as a PDF on Windows
Step 1: Open the Outlook email you want to save as a PDF.
Step 2: Click the three-dot in the top right corner of the email and choose the “Print” button.
Step 3: In the "Print" dialog box, choose "Microsoft Print to PDF" from the "Printer" dropdown menu.
Step 4: Click the "Print" button.
Step 5: In the "Save Print Output As" dialog box, select the location where you want to save the PDF file and enter a file name. Then click the "Save" button.
Method 2: Save outlook email as a PDF on Mac
Step 1: Open the Outlook email you want to save as a PDF.
Step 2: Click the three-dot in the top right corner of the email and choose the “Print” button.
Step 3: In the “Print” dialog box, choose the destination “Save as PDF”.
Step 4: Click the "Save" button.
Step 5: Name the file and set the location then click “Save”.
Method 3: Convert Outlook Email to PDF Using WPS PDF
Step 1: Install and launch WPS PDF on your computer.
Step 2: Click the "Create blank PDF" tab and select "From File" > "PDF".
Step 3: In the "Open" dialog box, navigate to the Outlook email you want to convert and select it.
Step 4: Click the "Open" button.
Step 5: In the "Save as PDF" dialog box, select the location where you want to save the PDF file and enter a file name.
Step 6: Click the "Save" button.
Comparison of Methods:
Method 1,2 (Export to PDF): This method is straightforward and works on both Windows and Mac. It involves using the built-in export feature of Outlook.
Method 3 (WPS PDF): This method offers more flexibility and control over the conversion process. It's particularly useful if you want to modify the layout or appearance of the PDF before saving it.
Recommendation for Beginners:
For beginners, Method 1 and 2 (Export to PDF) is the most straightforward and user-friendly option. It requires minimal effort and is suitable for most users.
WPS PDF User Experience:
I have found WPS PDF to be a versatile and powerful PDF tool. It offers a wide range of features for editing, converting, and creating PDFs. The user interface is intuitive and easy to navigate.
Additional Tips:
You can save multiple Outlook emails as a single PDF file by selecting multiple emails before following the steps outlined above.
You can customize the layout and appearance of the PDF file by adjusting the page margins, font size, and other formatting options.
You can secure your PDF file by adding a password or encryption layer.
Part 3: How to Save Gmail as a PDF?
Converting Gmail emails to PDF files is a simple and convenient way to preserve and share important messages. Here, we'll guide you through the process of saving Gmail emails as PDFs using WPS PDF on various devices, including Windows, Mac, iPhone or iPad, and Android.
Method 1: Save Gmail as a PDF on Windows
Step 1: Open the Gmail email you want to save as a PDF.
Step 2: Click the three-dot menu and select "Print" from the dropdown menu.
Step 3: In the "Print" dialog box, choose "Microsoft Print to PDF" from the "Printer" dropdown menu.
Step 4: Click the "Print" button.
Step 5: In the "Save Print Output As" dialog box, select the location where you want to save the PDF file and enter a file name. Then click the "Save" button
Method 2: Save Gmail as a PDF on Mac
Step 1: Open the Gmail email you want to save as a PDF.
Step 2: Click the three-dot menu in the top right corner of the email window.
Step 3: Select "Print" from the dropdown menu.
Step 4: In the "Print" dialog box, choose "Save as PDF" from the "Destination" dropdown menu.
Step 5: Click the "Save" button.
Step 6: In the "Save As" dialog box, select the location where you want to save the PDF file and enter a file name. Click the "Save" button.
Method 3: Save Gmail as a PDF on iPhone or iPad
Step 1: Open the Gmail email you want to save as a PDF.
Step 2: Tap the three-dot menu in the top right corner of the email.
Step 3: Select "Print" from the dropdown menu.
Step 4: In the "Printer Options" screen, tap "Save to Files".
Step 5: Choose the location where you want to save the PDF file, such as iCloud Drive, Dropbox, or your device's storage.
Step 6: Tap "Save" to save the email as a PDF.
Method 4: Save Gmail as a PDF on Android
Step 1: Open the Gmail email you want to save as a PDF.
Step 2: Tap the three-dot menu in the top right corner of the email.
Step 3: Select "Print" from the dropdown menu.
Step 4: In the "Print" screen, select "Save as PDF" from the dropdown menu.
Step 5: Choose the location where you want to save the PDF file, such as your device's storage or an external storage device. Tap "Save" to save the email as a PDF.
Part 4: Open and Edit Your PDF Files for Free - WPS PDF Tools
Microsoft Office has been the market leader in office productivity software for decades, offering robust applications such as Word, Excel, and PowerPoint. However, with the rise of cloud-based solutions and the increasing demand for cost-effective options, free alternatives like WPS Office have gained popularity.
Why should you choose WPS Office as an alternative to Microsoft Office?
Here are the answer:
● Free to use Word, Excel, and PPT. Powerful PDF toolkit
● Rich template store, which contains variousfree and paid templates for Word, PPT, and Excel
● Rich functions
● The light weight of the product is only 200M, and it occupies a small amount of computer memory. It is suitable for Win7, 10, and 11
● The MAC version of WPS Office is very powerful. Microsoft office ignores the experience of mac users, which can be made up by wps office
● Supportonline documents (WPS AirPage), multi-person collaborative editing
● WPS office also supports Linux systems, Android, and ios systems. To use WPS office products on different systems, you only need to log in to the same account, and all files can be synchronized
How to free download the WPS PDF Tools?
You feel WPS Office is the best choice for you and want to download? Don’t worry, below is step by step how to download WPS Office:
Step 1: Visit the WPS Office website:wps.com.
Step 2: Click “ Free Download” button
Step 3: Select the place you want to save WPS Office -> Save
Step 4: Double click on the WPS Office file in your Download file, click “Run” and follow the on-screen instructions to install
Step 5: After complete, you can enjoy all the power of WPS Office include WPS PDF Tools
How to Edit Your PDF Files in WPS Office
Step 1: Open WPS PDF Tools and choose the PDF file you want to edit.
Step 2: Use the Toolbar to edit your file
Step 3: After editing, save your change by clicking the “Save as” button.
FAQS:
1. How can I ensure the security of my PDF Files?
To enhance the security of your PDF files, use WPS PDF to add password protection. Simply download and open WPS PDF, select "Protect," and follow the prompts to set a password, restricting unauthorized access, copying, printing, or watermarking.
2. Can I merge multiple emails into a single PDF file?
Yes, you can merge multiple emails into a single PDF file using WPS PDF. Open WPS PDF, select "Merge," and follow the intuitive steps to combine multiple emails into one convenient PDF document. Simplify your file management with this efficient feature.
Summary
This comprehensive guide provides detailed instructions on how to save emails as PDF files using various methods. It covers saving Outlook emails on Windows and Mac, as well as saving Gmail emails on Windows, Mac, iPhone or iPad, and Android. The guide also highlights the benefits of converting emails to PDFs, including enhanced archiving, easier sharing, and improved document presentation. Additionally, it introduces WPS Office as a versatile tool for editing and securing PDF files.
