How to Export Office 365 Emails to PDF in Bulk
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Written By Shital Jha
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Updated on March 20th, 2025
Summary: As more people rely on email for communication, it is important to save important messages in a safe and easy-to-access format. Office 365 users often need to save emails as PDFs for record-keeping, audits, or simple sharing. PDFs are a great choice because they keep the original content and layout unchanged. Hence, it is useful for long-term storage. Office 365 does not have a built-in option to export multiple emails as PDFs at once, but there are different ways to do it. This blog will explain both manual and automated methods, like DRS Softech Microsoft 365 Backup Tool to help users complete this task easily.
How Exporting Office 365 Emails to PDF Can Benefit You
Converting Office 365 emails to PDF offers several advantages for both personal and professional use. Here’s how it can benefit you:
- PDFs keep your emails exactly as they are, so no one can easily change them.
- Once saved as a PDF, you can read your emails anytime, even without an internet connection.
- PDFs help you store important emails safely, even if your Office 365 account is closed.
- When you convert an email to PDF, it keeps its original look, including attachments.
- You can open PDFs on almost any device. It is simple to share emails without worrying about compatibility.
Now, you know that PDF offers a reliable way to save, share, and access important emails with ease. It’s time to move further and learn about the methods to convert Office 365 emails to PDF.
Two Best Methods to Export Office 365 Emails to PDF
If you need to save Office 365 emails in a secure and shareable format, exporting them to PDF is a great solution. Below are the two best methods to accomplish this efficiently.
Method 01: Manually Convert Microsoft 365 Emails as PDF
You can manually save your Office 365 emails as PDFs using the Outlook desktop app. Follow these steps to export Office 365 emails to PDF:
- Open Microsoft Outlook and go to the email you want to save as a PDF.
- Double-click on the email to open it in a separate window.
- Click on File in the top left corner and select Print from the menu.
- From the Printer dropdown, choose Microsoft Print to PDF.
- Adjust any print settings if needed, such as page layout or orientation.
- After adjusting these all settings, click on the Print button to proceed.
- Choose the folder where you want to store the email and give it a name.
- Click Save to complete the process.
Go to the saved location and open the file to ensure the email is correctly formatted and saved.
Limitations: This method is time-consuming as it does not support bulk export directly. You need to save each email one by one. If you need to convert multiple emails at once, you may need an automated solution to export Office 365 emails to PDF.
Points to Remember
Manual conversion of Office 365 emails to PDF has several limitations, including:
- Time-Consuming: Requires saving emails one by one.
- No Batch Export: Cannot convert multiple emails at once.
- Risk of Data Loss: Emails or attachments may be missed.
- Formatting Issues; May not retain original structure.
- Attachments Not Included: Needs separate downloading.
- No Automation: Lacks filtering and selection options.
- Technical Knowledge Needed: Manual setup can be complex.
- Prone to Errors: High chance of mistakes in saving emails.
Method 02: Reliable Method to Export Office 365 Emails to PDF
For bulk and efficient conversion, automated tools are often a better alternative. The DRS Softech Microsoft 365 Backup Tool is an easy way to save Office 365 emails as PDF files. It helps keep emails safe and well-organized. Users can back up their entire mailbox, including emails, contacts, calendars, and attachments, without losing any data. Moreover, this utility is embedded with an advanced algorithm that provides 100% accuracy. Follow the given steps to convert your Office 365 emails to PDF format.
Simplified Steps to Export Office 365 Emails to PDF
- Download and launch the DRS Softech Office 365 Migration Tool.
- Click on the Backup option to initiate the mailbox data transfer.
- Enter your Microsoft 365 login details and click Sign in to proceed.
- Select the mailbox folders you want to migrate and move to the next step.
- Choose PDF as the desired file format from the available options and click Next.
- Configure the required features and define the destination path to store the PDF file.
- Click Convert to start the Office 365 mailbox conversion process into PDF.
Know More: Transfer Office 365 Emails to iCloud
Conclusion
Exporting Office 365 emails to PDF in bulk can be done using various methods, depending on your needs and technical expertise. If you prefer a manual approach, using Microsoft Outlook can be useful. For large-scale exports, using automated tool provide a more efficient solution.
If you need a hassle-free, automated way to export Office 365 emails to PDF, the given software is highly recommended. Choose the method that best suits your requirements and ensure your important emails are archived securely.
