How to Save an Email as PDF in Outlook (No Extra Software)

Order confirmations, signed-off quotes, a client agreeing to a deadline in writing: sometimes an email needs to live outside your inbox as a tidy file you can store, share or attach to your records. PDF is the obvious format, and it's the one accountants, solicitors and clients can all open.

Here's the slightly odd thing. Outlook doesn't have a Save as PDF option at all. Microsoft's own help points you to printing the message to a virtual PDF printer that comes with Windows. It sounds clunky, but it takes about thirty seconds once you know where to click.

Why Outlook has no Save as PDF button

Microsoft's help page says new Outlook has no PDF save type, and Outlook on the web doesn't include PDF among its Save as types either. What Windows does have is a built-in utility called Microsoft Print to PDF, which Microsoft says is included in Windows 10 and Windows 11. It shows up in your list of printers, and instead of sending the page to paper it creates a PDF file.

Saving an email as PDF in new Outlook for Windows

1. Open the email you want to keep.
2. Select More actions, the three dots near the top of the message.
3. Choose Print, then select Print again in the preview that opens.
4. In the printer list, pick Microsoft Print to PDF.
5. Select Print.
6. Choose the folder you want, type a file name and select Save.

Give the file a name you'll recognise in six months, such as the client name and what the email confirms. The default name doesn't always help.

Saving an email as PDF in classic Outlook

1. Open the message, or select it in the message list.
2. Select File, then Print.
3. Open the Printer list and choose Microsoft Print to PDF.
4. Select Print.
5. Pick a folder, type a file name and select Save.

Turning an Outlook.com or web email into a PDF

Microsoft says the browser version works the same way. Open the email, select More actions, then Print, then Print again, and choose Microsoft Print to PDF. If you're on a computer without that option, your browser's print window usually offers its own save as PDF choice, though the wording varies by browser.

Other ways to keep an Outlook email as a file

PDF is best for sharing and record keeping, but Outlook has other save options that keep more of the original email:

Format	How Microsoft says to get it	Good for
PDF	Print to Microsoft Print to PDF	Sharing, filing and records
Email file (.eml or .msg)	More actions, Download on the web, or More actions, Save as in new Outlook	Keeping a copy you can reopen in an email app
Word document	In classic Outlook, save as HTML, open in Word, then save as .docx	Editing the text or quoting it in a report

Microsoft says the Word route keeps formatting, images, links and header information, which is handy if you need to pull an email into a proposal or a case study. In new Outlook, the Save as file name defaults to the email's subject line.

Attachments and saving Outlook emails as PDF

Microsoft's help doesn't say that attachments are folded into the PDF, so don't assume so. If the attachment is the important part, such as a signed contract, save the attachment separately as well and store both files together. That way your record is complete.

If Microsoft Print to PDF is missing or blocked

• Check you're on a Windows computer. Microsoft says the utility comes with Windows 10 and Windows 11.
• If you're using a work laptop, your organisation may use mandatory sensitivity labels. Microsoft says Outlook desktop blocks printing to PDF when Mandatory Labeling is enabled, so you'll need to ask your IT admin.
• On a Mac, Microsoft's page doesn't cover Outlook for Mac, so use the app's print option and look for a PDF choice in the print window. Menus vary by version.
• If nothing works, try opening the same email in Outlook on the web and printing from there.

When a PDF copy of an Outlook email is worth keeping

Not every email needs saving, but a few kinds are worth turning into files as a matter of habit:

• A client confirming scope, deadlines or changes, so there's a clear record if memories differ later.
• Booking confirmations and receipts for things you've ordered for the business.
• Approvals from a manager or partner that you may need to show someone else.
• Kind words from customers that you'd like to keep for testimonials, with their permission.

A PDF also opens the same way on any device, which makes it easier to share with someone who doesn't use Outlook.

Keeping saved Outlook emails organised

Once you've got a habit of saving key emails as PDFs, a simple folder structure keeps them findable: one folder per client or per year works for most small businesses. And for emails you want to keep inside Outlook rather than as files, my guide to archiving emails in Outlook clears them out of the inbox without deleting anything.

If you're saving an email because a colleague or bookkeeper needs it, it can be faster to send it on directly. My steps for forwarding emails in Outlook cover that, including sending one as an attachment.

Frequently asked questions

Can Outlook save an email as a PDF directly?

No. Microsoft's help says new Outlook has no PDF save type. You print the email to Microsoft Print to PDF and save the file instead.

Where is Microsoft Print to PDF?

It appears in the printer list when you print. Microsoft says it's included in Windows 10 and Windows 11.

Why is Print to PDF blocked in my work Outlook?

Microsoft says Outlook desktop blocks printing to PDF when your organisation enables Mandatory Labeling. Ask your IT admin.

Does the PDF include the email's attachments?

Microsoft's help doesn't say it does, so save important attachments separately and keep them with the PDF.

Can I save an Outlook email as a Word document?

In classic Outlook, Microsoft suggests saving the message as HTML, opening it in Word and saving it as a .docx file.