How to Convert Office 365 Emails to PDF – Step-by-Step Guide
Max Wright | June 25th, 2025 | Data Backup
Office 365 (now called Microsoft 365) is a cloud-based email service used by millions of people and businesses. Sometimes, you may need to convert Office 365 emails to PDF files to create a backup, share them securely, or keep records for future use.
In this guide, you will learn two simple ways to export Office 365 emails to PDF:
Manually (free) – best for saving a few emails
Automatically – useful if you need to export many emails with attachments
So, let’s delve into this article to know more.
Why Convert Office 365 Emails to PDF?
Here are some common reasons to convert emails to PDF files:
- To keep a permanent, non-editable copy
- For legal, project, or official records
- To share emails professionally
- For offline access anytime
After knowing some of the major needs, let’s move ahead in learning the methods.
Method 1. How to Save Office 365 Email as PDF for Free?
If you only have a small number of emails, you can save them manually without extra tools.
Follow the steps below to convert Office 365 to PDF files;
Step 1. Log in to your Outlook.com email account.
Step 2. Open the desired email that you want to print in PDF format.
Step 3. Click on more icon on Top Bar and select the print option.
Step 4. Again, click on the Print button as shown in the screenshot.
Step 5. Make sure “Save as PDF” is selected on the destination menu.
Step 6. Hit the Save button and save your email in your desired location.
That’s how you can export Office 365 email to PDF by using manual approach.
When to Use This:
- You only need a few emails
- Attachments are not important
- You don’t mind doing it manually
Limitations:
- Attachments are not saved in the PDF
- Very slow for lots of emails
- You can’t filter or batch-select messages
Method 2. How to Export Emails from Office 365 to PDFs in Bulk?
If you have multiple emails or need to include attachments, the manual method can be time-consuming and incomplete. In this case, consider using the Advik Office 365 Backup Tool. It lets you export multiple emails at once, include attachments inside the PDF, keep the folder structure intact, and filter emails by date, sender, or folder.
Download the free trial version now and get started!
Note: Only look into this option if the manual method does not meet your needs.
Steps to Convert Office 365 Emails to PDF Documents
Step 1. Launch the Advik Office 365 to PDF Tool and enter your email ID.
Step 2. Once you click on the Login button, a Microsoft Popup will be displayed where you can input your Office credentials..
Step 3. Select the desired mailbox folder that you want to print/export.
Step 4. Choose PDF as a saving option from the list.
Step 5. Select the destination path and click the Backup button.
Optional: Select the Advanced Settings feature to apply email filters for selective email conversion.
Now sit back and relax, this wizard will download Office 365 emails to PDF files with attachments. Hence opting for this method would be a nice choice. No manual efforts and configuration are required for this time-saving solution.
Watch How to Export Office 365 Emails to PDF Files in Bulk
When to Consider a Professional Tool?
If the manual method feels slow or incomplete, especially when dealing with large volumes of emails or needing attachments, you may want to switch to an automated solution. Here are the key benefits of using a professional Office 365 to PDF converter tool:
- Export Emails in Bulk: Save time by converting multiple emails or entire folders at once.
- Include Attachments: Automatically embed all attached files within the corresponding PDF document.
- Preserve Folder Structure: Keep your mailbox folders organized exactly as they are in Office 365.
- Apply Smart Filters: Export selected emails by date range, sender, subject, or specific folders for more control.
- Support for Multiple Formats: Besides PDF, convert Office 365 emails to PST, MBOX, EML, MSG, HTML etc.
- Cloud-to-Cloud Migration: Move Office 365 emails to Gmail, Yahoo, G Suite, or other IMAP-based accounts.
- Retain Email Details: Maintains To, From, Cc, Bcc, date, headers, hyperlinks, and formatting accurately.
- Free Trial Available: Try the tool with a free demo to export up to 25 emails per folder before purchasing.
- Responsive Support: Get assistance from a dedicated customer support team if needed during the process.
Conclusion
You can convert Office 365 emails to PDF manually if you have just a few messages to save. For larger exports with attachments or filters, manual steps can be slow and incomplete. In that case, consider using professional software to save time and avoid missing data.
Frequently Asked Questions (FAQs)
Q1. Can I export attachments along with emails using the manual method?
Ans. No. The manual print method only saves the email text.
Q2. How long does the manual export take?
Ans. It depends on how many emails you have. Saving each email takes about 1–2 minutes.
Q3. Is there any risk to my account?
Ans. If you only use the manual method, no extra tools or logins are required, so it’s completely safe.
