How to Download Outlook Email as PDF on Mac

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Saving Outlook emails as PDFs on a Mac is an efficient way to store, share, or archive important emails for easy access and offline viewing. This article will guide you through the steps to download an Outlook email as a PDF on a Mac using Microsoft Outlook’s built-in features and macOS’s Print to PDF option. Both methods are straightforward and do not require any additional software, making it easy to preserve important messages.

Note: You can try Mac PST Converter Software to directly saving Outlook emails as PDF on Mac OS.

Why Save Outlook Emails as PDF?​

There are several advantages to saving emails as PDFs:

• Preservation: PDFs capture the email in its original format, preserving the exact content and layout.
• Accessibility: PDF files are accessible across devices and can be opened without Outlook.
• Sharing: PDF files are easy to share, especially for professional purposes, and they maintain a fixed format.
• Archiving: PDFs are useful for archiving essential communication, especially for legal, financial, or work-related records.

Now, let’s explore the steps to save an Outlook email as a PDF on a Mac.

Method 1: Using the Print Option in Outlook on Mac​

Microsoft Outlook for Mac provides an inbuilt Print function that allows you to save emails directly as PDF files.

Steps to Save an Email as a PDF using Outlook's Print Option:​

1. Launch Outlook on your Mac and go to your inbox.
2. Click on the email you want to save as a PDF to open it in a new window or reading pane.
3. Access the Print Menu:
   • With the email selected, go to the menu bar and select File > Print.
   • Alternatively, you can press Command + P to open the Print menu directly.
4. Select Save as PDF:
   • In the Print dialog box, locate the PDF button at the bottom-left corner.
   • Click on it and select Save as PDF from the drop-down menu.
5. Choose a Location and Name for the PDF:
   • A new window will appear asking you to select a destination for the saved PDF file.
   • Enter a name for the file and choose the desired location on your Mac.
6. Save the PDF:
   • Click Save to complete the process.
   • Your email will now be saved as a PDF file in the specified location.

This method is quick and preserves the content, including attachments, as part of the email body in the PDF format.

Method 2: Using macOS Print to PDF​

If you prefer a system-level approach, macOS’s Print to PDF feature can be accessed from any application, including Outlook.

Steps to Save an Email as a PDF Using macOS Print to PDF:​

1. Open the Email: In Outlook for Mac, select the email you want to save.
2. Print the Email:
   • Go to File > Print or press Command + P to open the Print dialog.
3. Choose Save as PDF:
   • In the Print dialog, locate the PDF button in the bottom-left corner.
   • Choose Save as PDF from the options.
4. Select Save Location and Name the File:
   • Enter a file name and select a folder where the PDF should be saved.
5. Save:
   • Click Save, and your email will be downloaded as a PDF in the chosen location.

Conclusion​

Saving Outlook emails as PDF files on a Mac is simple and practical, offering several advantages for document preservation, accessibility, and sharing. Whether you choose Outlook’s built-in Print function or macOS’s Print to PDF option, both methods are effective and don’t require any additional software. By following these steps, you can easily store and organize your important emails as PDFs, ensuring they are readily available whenever you need them.