How to Export Office 365 to PDF File Format in 6 Easy Steps

Published On January 29th, 2024

Reading Time 7 Minutes Reading

Category Export, Office 365, PDF

Hey users! We are back with another emerging query we are getting from our Office 365 users. We are witnessing a query on how to export Office 365 to PDF. So, if you’re having any hassle related to technology, we are always here to help you out in any scenario. Here, we will all discuss an instant solution through which you can export Office 365 emails.

PDF (.pdf file extension) provides a trusted way to save any document. It is a universally accepted file format for saving any document. One can add multiple documents to a single PDF file and download them in a compressed and secure form.

You can convert email to PDF to back up its mailbox data (preferably emails). Many times, users need to save Office 365 emails as PDF files, which will make the entire task of saving, sharing, and accessing the O365 emails very easy. Let us look for ways to save Office 365 Emails as PDF.

Table of Contents:

Understand what Office 365 and Adobe PDF are before Knowing How to export Office 365 emails

Office 365 is a subscription-based application which is 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 and a web-based application.

PDF is a popular independent platform that is also a portable document format. It is a secure format as it comes with a password-protection feature. Moreover, it is quite difficult to corrupt the PDF file. In addition to that, PDF format is the only acceptable format in courts to bring any digital evidence.

How do I export Office 365 emails to PDF file format?

There are possibly two methods through which you can export Office 365 to PDF. Here, in this guide, both methods of how to convert email to PDF are explained. One is the manual method, and another is the professional solution. You can choose according to your requirements.

How to export emails from Outlook 365 through Manual Solution.
Convert Outlook 365 to PDF with an Automated Solution

Let us discuss both of them one by one in detail.

How to Save Emails to PDF Through Manual Method

Using this manual approach, you can manually download Office 365 emails in PDF format on your computer’s hard disk. Here’s how to carry out the process.

It is a straightforward way to print Office 365 emails and save them in PDF format. Let us discuss how it works.

Launch Outlook 365 on your computer.
To convert email to PDF, first Open the email. Then, click on the File button to bring up the File menu.
Now, choose Print from the Printers options.
Next, choose Microsoft Print to PDF.
In the dialog box that appears, choose the PDF file type.
Finally, click Save.

This method is a simple way to export Office 365 to PDF, but it can only convert a small number of Outlook 365 emails to PDFs.

So it is not possible to use it if you have many Office 365 emails that you would like to convert to PDF in bulk. Apart from this, we also have some other drawbacks that users usually face while exporting Outlook 365 save email as PDF

Some Limitations of the Manual Method

This method has the following limitations:

Inability to save emails in bulk: When you have a lot of emails for conversion, saving them all individually might be time-consuming.
Limited formatting options in hand: if you’re willing to export Office 365 to PDF file format through a manual solution you might not be concerned about the original formatting and layout of emails. This factor of the manual solution makes it less efficient in the process of exporting.
Possible human error: Through this manual method, there is a high chance of human error occurring in this process. It might happen that you accidentally save the wrong emails or miss the crucial email files.
No pre-trial option: A free trial is available in the professional solution, likewise no free trial version is available in the manual solution. Also, you will not be able to audit your tasks of tracking the time of saving and who is saving the emails.
Risk of Data Loss: Saving the emails through manual method to PDF file format increases the risk of data loss. This might also result in the deletion of the original email files if the PDF is lost or corrupted.

Hence, to avoid getting stuck in the process of converting one O365 email to PDF at a time, we suggest you use a professional automated solution to convert your O365 email to PDF. By using professional software, you will carry out the task in just a matter of minutes.

How to Export Office 365 Emails to PDF Documents through Professional Solution

Using advanced software is the best choice you’re left with. If you’re planning to save emails to PDF files from Office 365 mailboxes, you just follow the below-mentioned steps in Email Backup Software. Apart from PDF, this tool allows users to export Office 365 mailbox to PST, MBOX files, MSG file formats, and many more.

Complete Software Steps to Save Office 365 Emails as PDF

By following these simple steps, you can easily export Office 365 to PDFs and keep your important messages and information safe and secure. Before performing the steps, download, install, and run the tool on your computer.

Free Download Purchase Now

Select Source and Destination platform as Office 365 and PDF file format.
select the categories that you want to export from Office 365 under the Workload selection
You also have the option of Date Range Filter which provides you with the option of Selective export of mailbox data.
Provide Source Office 365 Admin Email ID and Application ID
Browse the folder path where you want your PDF files to be saved. And Validate.
After giving all the permissions and validations, tap “Start Export” to export Office 365 to PDF file format.

Some Related FAQs

Q. How do I export Office 365 emails to PDF file format directly?

To export the Office 365 emails, follow the below-mentioned steps to save files in bulk

Download and install the software
Provide Source and Destination platforms
Select category from the workload selection
Provide necessary details of source & Destination
Authenticate both the platforms
Finally, click on Start Export to process

Q. Is there any limit to this software while exporting emails from Office 365?

No, there is no mailbox size limitation with this application. As a result, you can export both small and large-sized mailboxes with 100% accuracy.

Q. Is this software safe while exporting Office 365 emails to PDF file format?

Yes, this software mentioned in the article is the safest and most reliable solution, which is the need of the hour. It provides a secure and efficient way to convert emails while maintaining data integrity. Moreover, the free demo version of the software will help users export two user accounts for free.

Q. Can I export Office 365 emails to another file format through this software?

Yes, through this software, you are allowed to export Office 365 to PDF and various other formats, such as PST, MBOX, MSG, and more. If you want to import data to multiple platforms, you can opt for the MSOutlookTools Email Migration software. This is the best choice for users who want to migrate their data from various platforms to different cloud platforms.

Conclusion

In this article, we discussed how to convert Office 365 emails to PDF through two possible methods. Manual methods have their limitations, and professional solutions have smarter features. So, choose whichever you feel serves your needs better.

According to the experts, if you want to export Office 365 emails to Adobe PDF documents, then go with the automated solution.