How to Export Google Workspace Email to PDF? 3 Ways

Written By Mark Regan Modified On August 24th, 2026 Reading Time 6 Min Read

Fact-checked and reviewed in accordance with our Editorial Policy

Quick Answer: To export Google Workspace email to PDF, you can use Gmail’s built-in Print > Save as PDF option for a few individual emails. For larger mailboxes or multiple user accounts, a dedicated Google Workspace to PDF Export Tool is more suitable because it can export emails directly to PDF in bulk while retaining important email properties and attachments.

Google Workspace is a popular tool for businesses to oversee work-related email correspondence, but there are several instances in which users and administrators would want to export Google Workspace emails into PDF files. PDFs are very easy to share, print, archive, and use across numerous devices.

We will outline how to save emails from Google Workspace as PDF and provide both manual and advanced ways to tackle the task. In addition, we will discuss the drawbacks of the manual technique and show you how using tool can make bulk email exporting of Google Workspace emails to PDF easier.

Why Export Google Workspace Email to PDF?

Organizations may have many reasons for exporting emails from Google Workspace to PDF format. Here are some of the reasons:

Archiving Emails: Preserve emails that are important to the business in a portable format.
Complying with Regulations: Certain emails may need preservation for compliance with regulations.
Easy Sharing: PDFs are easier to share as they can be sent without accessing a Google account.
Offline Access: Read important emails without logging into Gmail.
Printing: PDFs are very useful when one needs to print emails.
Maintain Business Records: Legally maintain invoices, approvals, agreements, and other records.

How to Export Google Workspace Email to PDF?

There are three common ways to export Google Workspace emails to PDF:

Using Gmail’s Built-In Option
Using Google Takeout and a Conversion Process
Using a Dedicated Google Workspace to PDF Export Tool

Method 1: Use Gmail’s Built-In Print Option

Gmail provides a built-in option through which you can save an individual email in PDF format:

Steps to Save Google Workspace Email as PDF

First, sign in to your Google Workspace Gmail account.
After that, open the email that you want to save as PDF.
Click on the Print button available in the right-hand corner.
You will see a preview. From the print preview screen, click on the Save as PDF option.
Choose the required page settings and hit the Save button.
Choose the desired destination path and save your Google Workspace emails as a PDF.

Limitations

The major problem with this method is that it is designed to save individual emails one by one manually. Therefore, you cannot save a bulk of Google Workspace emails to PDF at once.

Method 2: Export Google Workspace Emails Using Google Takeout

You can use Google Takeout to download Google Workspace emails. However, it does not allow you to export Google Workspace email to PDF. You will have to export Google Workspace email data in an archive format (ZIP file) and then use a separate tool to convert it to PDF.

You need to sign in to Google Takeout.
Click Deselect All and then select the required Google Workspace data.
Choose the “Mail” option and click on Create an export.
Download the archive file and then extract it.
Convert the downloaded Google Workspace data to PDF.

Limitations

Google Takeout is useful for downloading data; however, it does not provide a direct option to export Google Workspace email to PDF. You will receive an archive file that you need to convert to PDF.

Method 3: Professional Tool to Export Google Workspace Email to PDF in Bulk

If you want to download a large number of Google Workspace emails to PDF format, then use the BitRecover Google Workspace Backup Tool.

This tool lets you directly save Google Workspace emails as PDF without any manual effort. This Google Workspace to PDF export tool supports both individual user accounts and admin Google Workspace accounts and can easily export emails from multiple Google Workspace accounts in a batch at once.

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Steps to Export Google Workspace Emails to PDF

Simply download and start the Google Workspace to PDF export tool on Mac or Windows.
Enter the Google Workspace email address and sign in directly via Google using OAuth.
Select the folders that you want to save as PDF from the preview.
Use Filter Options to save specific Google Workspace data to PDF.
Choose the destination path where you want to save the resultant PDF file.
Lastly, hit the Backup button.

Key Features of Google Workspace to PDF Export Tool

Direct PDF Export: Provides the ability to save Google Workspace emails in PDF format and other formats.
Bulk Export: Provides bulk export functionality to export multiple emails from multiple users as one batch.
Selective Email Export: Allows filtering of emails by various criteria like date, subject, sender, recipient, or folder.
Attachment Support: Allows saving emails along with their email attachments and other data.
Incremental/Delta Backup: After the initial backup, only the new data or data that was modified has to be backed up.
Folder Selection: Provides the option to select certain folders instead of exporting the whole mailbox data.
Automatic Log Reports: Creates automated log reports showing the whole process of data extraction.

Conclusion

If you’re looking to save just a few Google Workspace emails to PDF, then use the Print > Save as PDF feature in Gmail. But manually saving emails doesn’t work well for large mailboxes or many users.

For businesses and administrators, BitRecover Google Workspace to PDF Export Tool is an easier solution for bulk and selective PDF export because it is the only software that can export emails from Google Workspace to PDFs at once, supports multiple accounts, has advanced filters and folder selection, and Delta backup.