In this article, we are going to discuss how to save Gmail message as PDF file. I will explain both manual and professional ways to do that. Since manual ways are free, you should try them first. And if the manual solutions do not work as expected, you should use a professional email converter tool.
How will you store your Gmail emails offline? Although Gmail allows you to archive your important emails, there is no option provided by Gmail to take its backup. Many Gmail users often find the archive option inconvenient. An archive containing your important emails can get messed up. Although the archive option can store your emails, it can make this collection untidy. So I never recommend archiving Gmail messages. Instead, you should export Gmail emails to PDF format. This is the safest way to store important documents offline.
We all know how popular the portable document format is. This file format is supported by various devices on multiple platforms. That is why PDF is known as the most compatible file format for storing electronic documents.
Methods to Save Gmail Message as PDF
There are so many ways by using which you can easily save Gmail message as PDF file. I am familiar with 4 methods, and I would like to share them with you here.
- “Print” option in Gmail
- Copy and paste the email content
- “Create a Document” feature
- A professional email converter tool
Generally, most of the email users prefer using an automated solution to export Gmail emails to PDF format. However, I would recommend you to use manual solutions first. In case you are not satisfied with the results given by the manual solutions, then only you should consider using a professional solution. Let us understand how to save Gmail message as PDF file using the Print option in Gmail.
Method 1: Print Option in Gmail
You must be familiar with the Print option in Gmail. This option allows you to print individual emails or all emails inside a conversation. Do you know that you can use this option to save Gmail message as PDF file? Follow the steps shown below:
Step 1: First, navigate to the Gmail website and log in to your account.
Step 2: Now open the email message that you want to save as PDF. Click the More icon in the left corner, and select Print.
Step 3: A new window will open in the next tab. There you can see a preview of your print. Click More Settings.
Step 4: Now scroll down a little and find Open in PDF Preview option. Click it to open the PDF preview.
This will open the PDF file containing your email content. You can save this PDF file. This is one of the easiest ways to save Gmail message as PDF file. You need to follow the same steps to save multiple Gmail emails as PDF files.
Method 2: Copy & Paste Email Content
Another way to export Gmail emails to PDF is by copying the email content into a Word document and then converting it to PDF format. Before using this method to save Gmail message as PDF file, keep in mind that this will remove the actual formatting of the email message. Follow the steps given below:
Step 1: First, navigate to the Gmail website and log in to your account.
Step 2: Now open the email message that you want to save as PDF. Select the content you want to save in PDF file, and copy it.
- On a Windows computer, press Ctrl + C keys to copy the selected content. Now open a Word document and paste the copied content by pressing Ctrl + V keys.
- On a Mac system, press Command + C keys to copy the selected content. Now open a Word document and paste the copied content by pressing Command + V keys.
Step 3: Now save the Word document into which you have copied the email content. Make sure your computer is connected to the Internet. Once you have saved the Word document, click the File tab on the taskbar and select Save As.
Step 4: Click the dropdown arrow to see the list of file formats into which you can save this Word document. You will see PDF (*.pdf) in the dropdown list. Select it and save the file at your desired location.
There is one more way to save Word document in PDF format. Follow the steps given below:
Step1: On the taskbar, click File tab > Export > Create PDF/XPS Document > Create PDF/XPS.
Step 2: Define a location and name for this new PDF file. Once you are done, click Publish. Note: If you want to see some customization options, click Options.
Method 3: Create a Document Feature
There is one more free way to export Gmail emails to PDF format. If you are still using the older version of Gmail, you must be familiar with a very useful feature that lets you save Gmail message as PDF file. There is no need to use any 3rd party software for this process. Follow the steps given below:
Step 1: First, you need to enable the Create a Document option. To do that, navigate to the Gmail website and log in to your account.
Step 2: In the top-right corner, click the Settings icon and select Settings in the dropdown menu.
Step 3: On the Settings page, click the Labs tab. You will see the Enable radio button next to Create a Document. Click it.
Step 4: Scroll down to the bottom of the page. You will see the Save Changes button. Click it to save the changes you have made and return to your Inbox.
Step 5: Now open the email message that you want to save as a PDF file. Click the In New Window button in the top-right corner of the page next to the Print button.
Step 6: A new window will open. Click the Create a Document link at the top of the window. Now click File > Download As and then select PDF.
This will convert your email into PDF format, and the converted file will be automatically downloaded on your computer.
Method 4: Professional Solution – Gmail Backup Tool
If you are looking for a quick and automated solution to export Gmail emails to PDF format, you should consider using a professional tool. The manual methods I have shared above are effective, but it requires a lot of time and manual effort to use them. Such manual methods are ideal only for those who want to save just a few emails as PDF files. If you have a large number of emails that you want to save as PDF files, I would recommend you using the Gmail Backup tool provided by SysInfoTools Software.
Below are the key features of this software:
- It can download and export data items from Gmail account like emails, contacts, calendar, Google drive data to your computer or any other storage media including external hard drives and USB drives.
- The advanced algorithm used by this software allows you to import Gmail emails directly to Outlook, Thunderbird, Yahoo, etc. on both Windows and Mac OS.
- Using this software, you can save your Gmail emails in various file formats, such as: PDF, PST, EMLX, EML, TXT, MBOX, and HTML.
- The Gmail Backup tool is available for both Windows and Mac OS. It is highly compatible with all versions of Windows and Mac operating systems.
This software is available for a free evaluation. You can download the free demo version before purchasing the software. By using the demo version, you can save the first 25 emails of each folder of your Gmail account as PDF files. To overcome this limitation, you need to purchase the licensed version of this software.
How to Use This Software?
The Gmail Backup tool provided by SysInfoTools is an easy-to-use application. It requires no prior technical expertise to use this software. You can download the software from the official website of SysInfoTools, and then install it on your computer. Installation is also very simple. Once you successfully install the software, double-click the software icon to launch it and follow the steps shown below:
Step 1: On the home screen of the SysInfoTools Gmail Backup tool, enter the email ID and password of your Gmail account. Then click the Login button.
Step 2: Select the category of the Gmail items you want to save. For example: email, calendar, contacts, Google drive data. If you want to save only the emails, tick the checkbox shown next to Email. Then select the email format as PDF.
Now click the Browse button to select a destination folder.
Step 3: On the Open popup window, select a location where you want to save the folder containing PDF files.
Then click Next to continue the process.
Step 4: You will see a tree-structure of your mailbox. You need to select the folders whose emails you want to save as PDF files. Either you can select the complete mailbox or you can select the folders individually.
There is also an option to filter the date. You can use that if you want.
Step 5: In the Naming Convention field, select the naming option. For example: if you select Subject, the name of the PDF files will be saved as the subject of the emails.
There is one more option there, Delete after Download. If you check this option, this will delete the emails after saving them in PDF files. Finally, click Next to start the process.
Step 6: Within a couple of minutes, the process will be completed and the emails will be saved in PDF files successfully.
You can now close the software and check the new PDF files.
This article has explained a few easy manual solutions to save Gmail message as PDF files without using any third-party software. For an automated conversion of Gmail email to PDF, you can use the professional solution recommended in this article.