Convert Office 365 Emails to PDF Format: Step-by-Step Tutorial

Office 365 is a cloud-based suite of productivity tools from Microsoft that can be accessed through any internet-connected device. It provides various features like real-time collaboration, automatic updates, and others. Other than that, PDF is a file that is widely used for sharing documents because they maintain consistent formatting. Therefore, users convert Office 365 emails to PDF with secure, consistent formatting and layout.

Additionally, PDFs are universally accessible and can be easily opened on any device without requiring specific software. As a result, it makes them a reliable choice for professional and formal document distribution. Furthermore, if you are looking for the same and want to export Office 365 mailboxes to PDF format, stay with us to learn the successful ways to do the same. This blog will cover multiple solutions, including the Office 365 Migration Tool. Now, let’s begin without more delay.

Reasons to Move Office 365 Emails in PDF Format

Here are some benefits of converting Office 365 emails to PDF file format.

• Improved encryption and password protection to keep your documents safe from unauthorised access.
• Better performance and usability on smartphones and tablets with improved navigation and readability.
• More powerful search capabilities to quickly find text, images, or annotations in large documents.
• Better tools for highlighting, commenting, and collaborating on PDF documents with real-time updates.

After knowing about the benefits of using PDF, we will now move forward to discuss the top ways to convert emails from Office 365 to PDF format.

Two Quick Methods to Convert Office 365 Emails to PDF Format

In this section, we will discover two effective methods that allow you to convert Microsoft 365 emails to PDF format, whether you have small or large amounts of data. You can choose any of the best techniques that suit your needs and requirements. In the next section, we will discuss each method in detail.

#1. Directly Export Office 365 Mailboxes to PDF 

Office 365 emails to PDF conversion with the help of the Office 365 Migration Tool is a direct and user-friendly task. As a result, this tool is designed for a large number of migrations to save time and effort. With this tool, every user can convert bulk data from an Office 365 account without difficulty because of its advanced technology. Here, we are moving forward to view the simple steps to convert emails from Office 365 to PDF file format. 

Follow the steps to Convert Office 365 Emails to PDF:

1. Download and install the Office 365 Backup Tool on your screen.
2. Next, choose the Backup options to export.
3. Here, Sign in to your Office 365 account with your credentials.
4. Further, select desired Users > Mailbox that you wish to export. Click Next.
5. Later, click on the drop-down list to choose the PDF format.
6. After all, pick the features that you want and set the location where you need to save your PDF file.
7. Lastly, click on the Next > Convert button to start the conversion process.

By following the above steps, you can move Office 365 emails as PDF without any special guidance or technical knowledge. 

Why Choose Automated Way Over the Manual?

• Handle multiple data at once, where manual methods process one at a time.
• Offers a date filter option for specific conversions, but the manual method has not.
• Save time and effort, but manual ways are more time-consuming.
• Prevent duplication in saved data but manual methods can’t.
• Allows downloading emails with or without attachments but manual has a lack of flexibility.

Now, we will proceed to discover the manual solution to export mailboxes from Office 365 to PDF online for free. 

#2. Using the Microsoft Print Option to Save Office 365 Emails as PDF

In this method, we will use the Print option to save individual Office 365 emails in PDF format separately. Now, this section will help you to learn the step-by-step guide to download emails from Office 365 to PDF.

• First, open and log in to your Outlook.com account on your device.
• Next, go to the desired emails that you want to export as a PDF file.
• Later, open your email and hit on the more icon from the top bar > choose Print option.
• Now, choose the Print button from the upper left corner.
• Here, select the Save As PDF option from the destination list.
• After all, click on the Save button and set the Path location where you want to save your PDF file.
• Lastly, repeat these steps for each email to convert Office 365 emails to PDF format.

With these steps, you can only export one email at a time, which can be a time-consuming and lengthy process. Moreover, multiple limitations make this process tricky and complex. Thus, choose the manual method at your own risk.

Final Words

This guide has explored both manual and professional techniques to convert Office 365 emails to PDF format. While the manual method works well for converting a few emails at a time, it’s best suited for smaller tasks. For larger volumes of data, the automated method is the superior choice. Moreover, it makes the process faster and more efficient. For a smoother and simpler experience with a lot of emails, we highly recommend opting for the automated approach.

Also Read : Save Office 365 Emails to Hard Drive