Enterprises need to archive critical emails in a format that is universally accessible. They preserve this to ensure compliance and for keeping long-term records. Many financial departments save invoices and payment confirmations from emails into PDFs. The PDF format is chosen as it is widely used and is easy to read and access. But what is the most efficient way to export IMAP Emails to PDF? You have two possible solutions: either do it manually or use an automated IMAP Backup Tool for a quick and efficient process.
IMAP (Internet Message Access Protocol) is a standard email protocol. It allows users to view and manage emails in real time that are stored securely on the server.
PDF (Portable Document Format) is a file format that is used for sharing documents online because they maintain their original design and layout. Converting IMAP Emails to PDF ensures a backup of important conversations for legal and compliance purposes.
Need to Convert IMAP Email to PDF Files
Exporting IMAP Emails as PDFs provides a secure and accessible way to store important messages while ensuring reliable backups. Here are the reasons why one needs to do it:
- PDF Documents are widely used for archival purposes as they preserve both formatting and information without alteration.
- PDFs are widely supported and can be easily shared and accessed without relying on an email client.
- PDFs protect sensitive information with advanced security features such as encryption, passwords, and digital signatures.
- PDFs are universally accessible, meaning they can be opened on any device, anytime, and anywhere.
Therefore, due to these above-mentioned reasons, it is advised to migrate to Office PDF from IMAP.
How to Export IMAP Emails to PDF?
There are two techniques for exporting IMAP emails to PDF. The first one is a manual approach using Outlook, an Email Client and Web-based email client. Another one is by using a professional and robust tool. Users can choose either of them depending on the size, complexity, and specific needs.
Turn an IMAP Folder into PDF Using Outlook
Use this method to export a small batch of emails or a few emails only. This also retains the email formatting, headers, and attachments.
- Open the MS Outlook application.
- Go to File > Add Account and enter your IMAP Account Email ID and Password.
- Now, select the email that you want to export and open it.
- Go to File > Print > Print to PDF.
- Click on Print and select the destination path to save your file.
- Lastly, press Save.
Limitations: It takes a lot of time when handling large batches of files. Also, it does not export attachments along with the emails. You have to download the attachments separately.
Convert IMAP Email to PDF Files Using Mozilla Thunderbird
This method can be used to bulk export IMAP emails to PDF. In addition to this, it also preserves headers, attachments and formatting too.
- Launch Thunderbird.
- Navigate to Account settings > Add Account.
- After that, enter your IMAP account credentials.
- Go to Tools > Add-ons and search “ImportExportTools NG”.
- Install it and restart Mozilla Thunderbird.
- Now, right-click on the email that you want to export.
- Choose Save Selected Messages > PDF Format.
- Export the email to your desired destination folder.
Limitations: The user must have a technical understanding of using Thunderbird and configuring the IMAP server. Some graphically rich emails might not preserve the formatting in the resultant PDF File.
Download All Emails from IMAP Server to PDF Through Web-Based Email Clients (Gmail, Outlook.com, etc)
It is a quick solution for exporting IMAP emails. The user need not install any other software. Also, the user will be able to access and export emails from any device.
- Open any web browser like Chrome, FireFox, Safari, etc.
- Sign in with your webmail account (Gmail, Outlook, etc).
- Go to Inbox and select the email that you want to export.
- Look for the Print option and click on it.
- A print window opens up. Choose Save as PDF or Print to PDF.
- Lastly, click Save or Print.
Limitations: The method becomes impractical for bulk export. It does not preserve formatting perfectly. Additionally, it does not embed attachments in the PDF.
An Instant Solution to Export IMAP Emails to PDF
The IMAP Backup Tool is an advanced solution for email migration and backup. It allows users to convert IMAP Email to PDF Files and various file formats. Users can also migrate the entire mailbox to cloud-based email services. The tool also simplifies large-scale migrations using its bulk conversion feature. Its smart filter option and the ability to skip previously migrated emails help free up server space. Additionally, users also have the option to back up emails without attachments, saving both time and storage space.
Below is the step-by-step process to migrate email from IMAP to PDF:
- Install the tool and launch it.
- Click on Continue and choose Single Mode or Batch Mode.
- Enter your IMAP Email account credentials and log in.
- Now, select the files/folder that you want to export to PDF and click Next.
- Select PDF as the saving format from the drop-down menu.
- Choose the additional features if required.
- Lastly, click Convert.
Related Post: Migrate IMAP Email to Office 365.
Conclusion
This blog has covered the most effective methods to export IMAP Emails to PDF. Although a manual approach is available, it comes with several drawbacks. A more reliable alternative is the IMAP Backup Tool, which ensures a secure and efficient migration with no risk of data loss. This tool also supports bulk email transfers, including attachments. Not only this, but it also identifies duplicate emails and eliminates them.
Frequently Asked Questions:
Q- How do I save IMAP Emails locally?
Ans- Open Outlook > File > Open & Export > Import/Export > Export to a file > Outlook Data File. Select the folder that you want to save it in and choose the location to save it. Finally, hit Finish.
Q- Which is the best software to export IMAP Emails to PDF?Ans- The IMAP Backup Tool is the most reliable and trusted choice among experts. It not only exports IMAP Emails to PDF but also exports IMAP emails to various file formats and email clients. Download the trial version to explore the functionalities of this software and then decide whether to upgrade or not.
