2 Verified Methods to Convert Office 365 Emails to PDF

Why Change Office 365 Emails in PDF Format?

Go through the given reasons to learn the need to convert Microsoft 365 to PDF. These are:

• Prevention from unauthorized access and other attacks by encrypting PDF files.
• PDFs are flexible, scalable, and portable in nature. Thus, can preserve the data stored in it for the long term.
• Provides great accessibility to data from anywhere at any time without the Internet.
• PDF files can easily store large attachments and other data with ease in a single file without losing formatting.
• An ideal format for sharing, maintaining records, keeping digital evidence, printing, and more.

How to Convert Office 365 Emails to PDF?

This section elaborates on approaches involving a manual method and a professional tool to backup Office 365 to PDF. These methods are easy to perform and have minimum steps. However, for the manual method, you may have some other limitations. Let’s know the procedure now.

Manual Way to Convert Office 365 to PDF

For this, we will be using the Outlook Web App where Office 365 emails are stored. Follow these steps:

1. Sign into your Office 365 account and open the Outlook Web App.
2. Further, pick the emails to save by checking the box beside them.
3. Then, click the three-dot icon from the top right corner and choose Print.
4. Or, press Ctrl + P to directly open the Print dialog box.
5. Later, set the destination to Save as PDF and choose other options.
6. Click Save and in the open dialog, give a file name and select a location.
7. Lastly, press the Save button to save Outlook 365 email as PDF.

Shortcomings of the Manual Method

• Not ideal for organizations and business owners who have large mailboxes.
• Cannot convert multiple emails with large attachments to PDFs at once.
• No guarantee to retain formatting or data integrity and data can be missing.

Thus, if you want to keep emails in their original form and have more options to save as PDFs. Then, switch to a professional tool.

Which Automated Tool Convert Office 365 Emails to PDF?

If you are an Office user and want to save your emails in PDF format in bulk without compromising data. Then, opt for the SysInfo Office 365 Backup Tool. This tool is multifunctional and can convert bulk emails in just no time to PDF or other formats. Other than this, it enables users to perform a secure and efficient conversion unlike manual ways, and needs no expertise. Moreover, it provides an option to backup all-size emails with or without attachments, helps remove duplicates, and much more. You can find some of its eminent features as follows:

• Offers to preview the emails and attachments embedded before converting to PDF.
• Securely backups data in case the retention policy in Office 365 fails to keep for a longer period.
• Preserve the folder hierarchy and formatting till the end for all the mailbox items, including emails.

Steps to Convert Office 365 Emails to PDF

1. Run the Office 365 Backup Software and choose to Backup emails.
2. Next, Sign In with the correct credentials for your Office 365 account.
3. Choose the required mailboxes and user IDs from which to save data. Hit Next.
4. Select the email folders from the Preview Panel to convert and tap Next.
5. After that, pick PDF from the saving menu of File Formats and click Next.
6. Select the optional filters to apply to the resultant PDF file and tap Next.
7. At last, click Destination Path to describe the location, and finally, press Convert.

With this, the process of Office 365 to PDF conversion is completed with 100% accuracy.

Conclusion

To summarize, this blog depicts various techniques to convert Office 365 emails to PDF. We begin with learning the reasons for conversion and then get to know about the two best solutions. Among them, the professional tool is highly recommended by experts as it contains zero risks and has no limitations. Moreover, with the demo version, you can convert 50 emails per folder for free. Or else, if you want to go for a freeway with some downsides, use the manual method.

Frequently Asked Questions

About The Author:

Simran Bhatia

Simran Bhatia is a technical content writer engaged in writing clear, concise, and SEO-optimized content. With a background in computer science and a passion for writing, I thrive to deliver complex technical content in simple layman terms.