In the world of digital communication, emails hold significant value, both for personal and professional purposes. Outlook PST files contain a wealth of information, including important emails and attachments. There are various situations, when an users to save emails from PST file to PDF format. Here we will explore all possible methods.

Why Convert PST File to PDF?

Before we dive into the steps, let’s explore some reasons why one might want to convert PST to PDF:

Universal Accessibility: PDF file can be opened on virtually any device without the need for Outlook.

Preservation of Format: PDF maintains the original formatting, which ensure that emails appear as intended.

Security: PDF files can be encrypted and password-protected that adds an extra layer of security to sensitive information.

Easy Archiving: PDF documents are ideal for long-term storage and are compatible with various document management systems.

Also Read– How to Convert OST File to PST Format in Office365?

Different Methods to Convert PST to PDF

Method 1: Using Outlook’s Save As Feature

If you have a small number of emails to convert then you can use Outlook’s built-in “Save As” feature. Here is some steps:

1. Launch Microsoft Outlook and navigate to the email you want to convert.
2. Click to open the email that you wish to save as a PDF.
3. Go to File > Save As, In the pop-up menu, choose the destination folder.
4. Set the “Save as type” to HTML, Convert HTML to PDF.
5. Now, open the saved HTML file in any web browser.
6. Use the browser’s print option (Ctrl + P) and select Save as PDF as the printer.

Pros and Cons of Manual Method

Pros

• Manual conversion methods typically don’t require any special software or tools, which can save money for individuals or small businesses.
• Users can perform the conversion without needing to install additional software

Cons

• For each email you wish to convert each email individually, which can be very tedious and time consuming, especially if you have a large number of emails or if the PST file is large.
• There is a higher probability of making mistakes during the manual conversion process, such as missing emails or not formatting them correctly in the PDF.
• Manual methods does not support advanced features, such as batch conversion or maintaining email folders and hierarchy in the output PDF.

Method 2: Using PST to PDF Converter

For minimizing all the risk of data loss and limitations of manual method, using EmailsGuru PST to PDF Converter is more efficient method to convert PST to PDF. This tool allow users to convert PST file to PDF format, offering users to save all the data including emails, contacts, calendars, notes and all other items from PST to PDF. Below are few steps to use this utility:

1. Download and install PST to PDF converter.
2. Open the software and select the PST file that you want to convert.
3. The software will load the emails contained in the PST file, allowing you to choose specific emails or all emails for conversion.
4. Specify location where you want the new PDF files saved.
5. Press the convert button to start the conversion process.

Note: After conversion, navigate to the destination folder to ensure all emails and attachments are properly converted.

Pros and Cons of Using the Tool

Pros

• This tool offers batch conversion option, which is very helpful to convert many emails or large PST file to PDF format in minimum time.
• The software offers simple and user-friendly interface so that even non-technical users can effortlessly convert PST file to PDF format.
• The tool protects all data integrity and original email formatting during the whole conversion process.
• It is capable to convert PST file of Outlook 2019, 2016, 2013 and all below versions.
• This tool ca convert PST to PDF without install and Outlook or any email applications.

Cons

• Although this tool a free trial version to all new users  but after converting 25 emails from PST file to PDF format, you need to purchase a licensed version.

Conclusion

Above I have mentioned two best method to convert PST file to PDF format. Whether you opt for the built-in features of Outlook for small tasks or rely on third-party software for bulk conversions, both are reliable and easy. You can choose of them, depending upon your requirements. By converting PST files to PDF format, users can save Outlook data file to PDF.