- August 2, 2023
- Amit Kumar, Digital Marketing Team
When you save an email as a PDF file, you get several important benefits that are critical for emails of all types, from meeting requests to support tickets to employee reviews to invoices.
Once you save an email as a PDF, it’s easy to share and archive. It’s viewable by anyone with a PDF reader or PDF editing software such as Foxit PDF Reader and Foxit PDF Editor. You can even protect an email saved as a PDF with esignatures and passwords. Here are a few different ways to save an email as a PDF.
Follow these steps for how to save an email as a PDF file
You can save any printable file as a PDF, regardless of whether you’re using Gmail, Outlook, Apple Mail or another email program. Here are a few ways to do so.
Print the Email
To save the email message as a PDF, use the print functionality available in most email clients. While it may seem counterintuitive, printing the email allows you to generate a PDF file. To access the print options, look for a printer icon or go to the email client’s menu and select the “Print” option. In Gmail, you can find the file menu at the top and the printer icon in the upper-right corner of the email window.
Once you navigate to the Print Dialog Box within the email you wish to save as a PDF, then do the following:
- Click Print.
After selecting the print option, a print dialog box will appear.
- Adjust Print Settings
Before saving the email as html file or a PDF, you can customize the print settings to meet your requirements. You may have options to choose the paper size, page orientation (portrait or landscape), and the scale of the content to save email. Consider selecting the “Fit to Page” or similar option to ensure the entire email content is visible on the PDF.
- Choose Save as PDF, Print to PDF or Export as PDF in the Print dialog box.
Instead of selecting a physical printer, choose the option to “Print to PDF” or “Save as PDF.” This option may be labeled differently depending on printer options and on your operating system. In some cases, you may need to scroll through a list of available printers to find the PDF printer option.
- Choose the location where you want to save the file.
Select the appropriate file destination for your PDF.
- Click Save.
Convert multiple emails into PDF in Microsoft Outlook
The Foxit PDF Editor digital printer feature lets you select the print icon to convert multiple emails to PDF files at the same time in Outlook by using the Foxit Outlook Add-In.
In Outlook (versions 2007/2010/2013/2016), Foxit PDF Editor appears as a tab. After clicking the file tab in it, click the Selected Message button and choose Create New PDF to create new PDF documents. Or right-click on any Word document or message and choose Convert to Foxit PDF.
Save an email to PDF using an iPhone
To convert an email to a PDF using the Mail app on your iPhone, simply follow one pdf these steps:
- Open the email using the Mail app.
- Tap Print.
- Tap Share > Books to save the email as a PDF file.
You can access your saved email on any device using iCloud Drive.
Save a Gmail as PDF files on your computer
The method to save an email as a PDF may vary depending on the email platform you use. Commonly used platforms include Gmail, Outlook, Yahoo Mail, and Apple Mail. While the general principles remain the same, the specific steps may differ slightly. For this tutorial, we will cover the process using Gmail, an email provider which is widely used and offers a user-friendly interface to convert email messages.
Be sure to save an email as a PDF document and store it where it makes the most sense, like grouping employee evaluation emails with other providers in an employee’s file.
Here’s how to save a Gmail email as a PDF:
- Click on the email you want to open.
- Open the Print Dialog by clicking the Printer icon.
- Select Print as PDF from the Destination drop-down menu.
- Navigate to the desired location, then click Save.
By putting all the tools you need to save a Gmail email as a PDF, Foxit PDF Editor makes it easy to to convert emails from your Gmail into a PDF. All the tools for emails to PDF are in one place.
Save a Gmail email as a PDF using the Gmail App on your mobile
You can use the Gmail app to save an email as a file name a PDF by doing the following:
- Locate the email you want to save as a PDF file in the Gmail application.
- Choose the three-dot option. On iOS and Android, the menu is typically located at the top right corner of the screen.
- On an iPhone, select Airprint and zoom into the thumbnail. On Android, select Print.
- Choose the Share icon in the upper right corner of iOS, then select Save to Files. Android users can select the down arrow and then choose Save as PDF > PDF.
- The Gmail email sent to iOS should now be saved as PDF. On Android, select Save, then indicate the location where you want to save the PDF.
With these options to save an email as a PDF, you can share important PDF files easily
Learning how to save an email as a PDF is a useful skill that allows you to preserve important correspondence and its attachments in a portable and widely compatible format. Regardless of the email platform or device you use, the general process of saving emails often involves printing the email and selecting a PDF printer. By following the step-by-step guide provided in this article, you can confidently save your emails as PDFs, ensuring easy access and secure storage of vital information for future reference.