How to Convert Office 365 Email to PDF Documents?

Rollins Duke   
Published: May 15th, 2024 • 7 Min Read

User Query:

Hi BitRecover, I have been using Office 365 user for the last 10 years, and now I want to convert Office 365 email to PDF format. I have some important emails that I need to send to someone who does not use Outlook. Thus, if I send them a PST file, they will not be able to access it. Due to that, I am looking to convert Office 365 email to PDF. Can you suggest me any method(s) on how to save Office 365 emails as PDF documents. Any help or suggestions would be appreciated. Thank you.

Like the above user, if you are also looking for method(s) on “how to convert Office 365 email to PDF”, then this article will be helpful to you. We have composed this article to guide you on how to convert Outlook 365 email to PDF.

First and foremost, throughout the article, we are going to interchangeably use the following terms [Office 365, Outlook 365, O365, and M365]. The reason for this is that all these terms refer to the same email application provided by Microsoft. Therefore, keep note of this to avoid getting confused.

Now, before we start with the tutorial on how to convert O365 email to PDF, let’s have a glance at the terms Office 365 email and PDF format.

What Is Microsoft 365 or Adobe PDF?

Office 365

Office 365 is a subscription-based application provided by Microsoft. It is accessible on both Windows OS and macOS. It is a productivity suite that includes apps like MS Word, MS PowerPoint, etc. For email management, Office 365 provides the Outlook 365 application. It is both a desktop-based as well as a web-based application.

Adobe PDF Format

PDF aka Portable Document Format is a widely used platform-independent format. It is a secure format as it comes with a password-protection feature. Moreover, it is not at all easy to alter or corrupt a PDF file. In addition to that, PDF format is the only acceptable format in courts to bring any digital evidence.

Now that we have briefed on the key terms that we are going to use throughout the entire article let us move on to the steps you can take to convert O365 to PDF.

Methods on How to Convert Office 365 Email to PDF

There are various methods to convert Outlook 365 to PDF. Here, we will explain 2 topmost methods to you. You can choose whichever fits your requirements.

  1. Convert Outlook 365 to PDF with “Save as PDF”
  2. Convert Outlook 365 to PDF with an Automated Solution

Let’s now explain each of these methods in detail.

Convert Office 365 Email to PDF with “Microsoft Print to PDF”

It is a simple method you can use to directly print Office 365 emails and save them into PDF format. Using this method, you can virtually download Office 365 emails as PDF format on your computer hard drive.

Here’s how you can execute the process.

  1. Start the Outlook 365 application on your computer.
  2. Open the email which to want to convert to PDF.
  3. Click the File button. This will open the File Menu.
  4. In the File menu, go to Print.
  5. Now, in the Printers options, select Microsoft Print to PDF.
  6. Select the file type as PDF in the dialogue box that appears.
  7. Click on Save.

This is an easy way to save Office 365 email to PDF. However, if you have more than a few Outlook 365 emails that you want to convert to PDF i.e. you want to bulk convert Office 365 email to PDF, then it is not possible to use this method. Through this method, you can only convert a few Outlook 365 to PDFs.

Know the Limitations

This method has the following limitations:

  • You can only convert one M365 email to PDF at a time. This makes the process burdensome.
  • You can only convert a few emails using this method because it is tiring and lengthy.
  • It is not possible to convert emails to PDF format in bulk using this method.

Hence, to avoid getting stuck in the limbo of converting one O365 email to PDF at a time, we suggest you to use a professional automated solution to convert your O365 email to PDF. Using a professional tool will allow you to carry out the task in a matter of minutes.

Important: Do note that to proceed further with this method, you should have your Outlook 365 emails in PST format beforehand. If you do not know how to do that then, you can use this Office 365 to PDF Converter. So, without further ado, let’s move on to the next method.

Convert Office 365 Email to PDF with an Automated Solution

If you wish to convert multiple Office 365 emails to PDF then, according to numerous experts, using an automated tool is the preferred choice. A tried and tested tool as Office 365 Backup Software is the best option among all.

  1. Launch Office 365 to PDF Converter on your Windows and Mac machines. Enter your Office 365 email address and press Login. Don’t forget to check the “I am Admin” option if you want to save Office 365 emails as PDFs from multiple user accounts at once.
    enter office 365 credentials
  2. Thereafter, the software will ask for the M365 password, enter it, and press Sign In.
    office 365 password
  3. Now you can see all Outlook 365 folders under the software panel. Select the required folders accordingly.
    select required office 365 folders
  4. After that choose PDF as the saving option from the available options.
    select pdf as saving option
  5. Use relevant file naming style for renaming the exported PDF documents.
    file naming options
  6. Set the advance filter options if you wish to convert only a few selected Microsoft 365 emails to PDF.
    filter options
  7. Microsoft 365 to PDF Converter automatically sets Desktop as the default destination path. You can set a different destination folder by clicking the Change button. Hit the Backup button to initiate the conversion process.
    set destination path
  8. The live progress of the conversion process is displayed on the software panel. Please wait for a few minutes for the process to complete.
    how to convert office 365 email to pdf
  9. The process to save Office 365 emails as PDF has been completed successfully. You can see the flash pop-up message about it. Click on the Ok button.
    how to save office 365 emails as pdf
  10. The tool generates a log report file named SavingLog.txt file containing all the information about the converted data.
    log report
  11. At last, the software will automatically open the destination path where the resultant PDF documents are saved.
    resultant pdf

Office 365 to PDF Converter Features

I am Admin: You can see this option on the welcome screen of the software. After checking this option, the software allows you to choose specific O365 users for converting O365 emails into PDF documents. You can choose multiple user accounts at once and save crucial time.

Secure Login: We know the value of data as we are serving this industry since 2011. The software will ask for Microsoft Office 365 credentials but it doesn’t store your credentials. We designed this software to never store any account credentials of users. Thus, don’t worry about this.

Select Folders: As we all know that Microsoft 365 may have some unnecessary folders. Thus, we have developed this software to preview O365 folders into the software panel in the file explorer view style. This allows users to easily check or uncheck the required folders for conversion.

Advance Filters: BitRecover Office 365 to PDF Converter comes with multiple advance filters. Hence, users can easily convert Outlook 365 email to PDF by date, by email address, and by email subject.  Users can even exclude required folders while completing the task.

To Wrap Up

In this article, we guided you on how to convert Office 365 email to PDF. We shared two ways, one manual and one with an automated solution. Choose whichever you feel serves your needs better. According to experts, if you want to export a large number of Outlook 365 emails to Adobe PDF documents, then go for the automated solution.

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