How to Save an Email as a PDF (Step-by-Step Guide)

August 22, 2024

You know that sinking feeling when you realize you need to reference an important email, but it’s buried deep in your inbox? Maybe it’s a receipt, a contract, or just a message you want to keep for posterity. Whatever the reason, learning how to save an email as a PDF file can be a lifesaver.

If you’ve never done it before, I’ll show you the process step-by-step of how to save an email as a PDF using different email accounts.

How to Save an Email as a PDF in Gmail

Saving an email as a PDF in Gmail is a piece of cake.

Open email in Gmail
Click the print icon
Change the destination to Save as PDF
Click Save

First things first, open up the email you want to save as a PDF in Gmail. Then click that little printer icon at the top right of the page.

A print window will pop up.

Under “Destination,” select “Save as PDF.”

If you want to get fancy, you can even choose which pages of the email to save or adjust the scale and layout.

When you’re happy with your settings, hit the “Save” button.

And just like that, your email is saved as a PDF document. You can now view it, print it, or share it with others whenever you need to.

How to Save an Email as a PDF in Outlook

Outlook user? No worries, I’ve got a solution for you too. Saving an email as a PDF in Outlook is just as easy as it is in Gmail.

Open email in Outlook
Select More actions then select Print
Change the printer to Microsoft Print to PDF
Click Print
Save your PDF file

Start by opening the Outlook email you want to save. Then select “More actions” and click “Print.”

In the print settings, look for the “Printer” option. Click on the dropdown menu and choose “Microsoft Print to PDF.” Once you’ve done that, hit the “Print” button.

A window will pop up asking you where you’d like to save your PDF file. Choose a location, give your PDF file a name, and click “Save.”

And voila! Your email is now saved as a PDF, ready for you to access whenever you need it.

You can also save your email as a draft or .eml file — find out how from Microsoft Support.

I can’t tell you how many times this trick has come in handy for me. Whether I’m saving a receipt for my expense report or keeping a record of a client’s request, having my emails in PDF format makes staying organized a breeze.

How to Save an Email as a PDF in Yahoo Mail

Still using Yahoo Mail? Don’t worry, saving emails as PDFs is a breeze there too.

Open email in Yahoo Mail
Click the print icon
Change printer to Save as PDF
Click Save

First, open up the email you want to save in Yahoo Mail. Then click the print icon at the top of the page.

A print preview window will appear. Under “Destination,” choose “Save as PDF.”

Then, hit the “Save” button.

Yahoo Mail will then prompt you to choose a location to save your PDF file. Pick a folder, give it a name, and click “Save.”

And just like that, your email is preserved as a PDF.

How to Save an Email as a PDF on iPhone or iPad

Always on the go? No problem. You can easily save emails as PDF documents right from your iPhone or iPad.

Open email in the mail app
Tap the share button
Tap Print
Pinch to zoom out on the print preview
Tap Share in the lower left corner
Select Save to files

Start by opening the email you want to save in the Mail app on your iPhone or iPad. Then, tap the “Share” button at the bottom of the screen.

From the share menu, select “Print.” This will bring up a print preview of your email. To save it as a PDF, pinch the screen to zoom out until you see the share button appear in the lower left corner.

Tap that share button, and then select “Save to Files.” Choose a location to save your PDF, and tap “Save.”

And just like that, your email is saved as a PDF on your device. You can also edit PDF files on your phone if you have Acrobat installed.

I can’t tell you how many times this has come in handy when I’m traveling for work or running to a meeting. Having important emails saved as PDFs right on my phone means I can access them whenever I need to, no matter where I am.

How to Save an Email as a PDF on Android

Android user? Don’t worry, I haven’t forgotten about you. Saving emails as PDFs on your Android device is just as easy as it is on an iPhone or iPad.

Open email in the mail app
Tap More options
Tap Print
Change printer to Save as PDF
Tap PDF icon
Select Save

First, open the email you want to save in your Android mail app. Then, tap the “More Options” icon (it looks like three vertical dots) at the top of the screen.

From the dropdown menu, select “Print.” This will bring up a print preview of your email.

Under “Printer,” tap “Select printer” and choose “Save as PDF.”

Once you’ve done that, tap the PDF icon in the top-right corner of the screen. This will bring up a “Save As” window. Choose a location to save your PDF, give it a name, and tap “Save.”

Your email is now saved as a PDF on your Android device.

Tips for Saving Emails as PDFs

Now that you know how to save emails as PDFs on various devices and email platforms, let me share a few tips to make the most of this handy feature.

First and foremost, get in the habit of saving important emails as PDFs right away. This could be anything from a contract to a receipt to a heartfelt message from a loved one. Having a PDF copy means you’ll always have a record of it, even if something happens to your email account.

If you have a long email thread that you want to save, consider combining the individual email PDFs into one master document. This makes it easier to reference the entire conversation in one place.

Don’t forget about email attachments. If an email has important files attached to it, save those separately in addition to the email itself. That way, you’ll have easy access to the attachments without having to dig through your email.

When you save emails as PDFs, be sure to use descriptive file names. This will make it much easier to find what you’re looking for later on. And while you’re at it, create folders to keep your saved emails organized by topic, sender, or project.

Trust me, a little bit of organization goes a long way when it comes to your email archives. Implementing these tips has saved me countless hours of searching and stressing. Give them a try and see how much easier it makes your life.

Further Reading:

FAQs: How to Save an Email as a PDF

How do I convert an email to a PDF?

To turn an email into a PDF, open the email, find, and hit the print option. Then switch the printer to ‘Save as PDF’ and click Save.

How do I save a Gmail email as a PDF?

In Gmail, just open your message. Click on the three dots for more options, choose ‘Print,’ then change your destination to ‘Save as PDF.’ Hit save after that.

How do I get a PDF into an email?

To attach a PDF to an email, start composing your message. Look for the attachment icon (it looks like a paperclip), select it, pick your PDF file from its location on your device, and upload it.

How to turn email into PDF on iPhone?

On an iPhone or iPad, pull up the mail you want saved then tap the share button. Choose print but pinch-out in preview instead; this magic move turns it into a sharable selectable PDF.

Conclusion

And there you have it – a step-by-step guide on how to save emails as PDFs.

Whether you’re using Gmail, Outlook, Yahoo, an iPhone, or an Android device, you can preserve those important messages for the long haul.

Remember, a little organization goes a long way. By saving your email content as PDFs and keeping them neatly filed away, you’ll never have to dig through your inbox in a panic again.

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