How to Download Any Email as PDF

How to Download Any Email as PDF- Downloading an email as a PDF is one of the most useful tricks you can learn for saving records, sharing important conversations, archiving receipts, or printing documents.

Whether you use Outlook, Gmail, Apple Mail, or mobile apps, this guide walks you through every method — with screenshots, tips, and troubleshooting help.

Why You Might Want to Save an Email as PDF

Emails are easy to delete, lose, or hide behind logins. But PDFs are:

✔ Portable — read on any device
✔ Searchable — text stays intact
✔ Archivable — keeps formatting & attachments
✔ Shareable — easy to email or print
✔ Professional — great for business proof

From receipts and contracts to legal notices and memorable chats — saving as PDF protects what matters.

Legal & Practical Uses of Email PDFs

You might need PDF emails for:

📌 Tax records
📌 Travel confirmations
📌 Work correspondence
📌 Legal evidence
📌 Backup archives
📌 Sharing outside your email platform

Things to Think About Before Saving

📌 Attachments don’t automatically merge into the PDF — you may need to save them separately.

📌 The method you choose depends on your device and email client.

📌 Some built-in mail apps don’t offer direct PDF export — but every device has a workaround.

1. Save Email as PDF on Windows (Outlook, Gmail, Webmail)

✔ Outlook Desktop (Windows)

1. Open the email you want
2. Click File → Print
3. Select Microsoft Print to PDF
4. Click Print
5. Choose folder and name → Save

Tips:

• If the header or signature cuts off, adjust the Print settings → Scale.
• Attachments must be saved separately.

✔ Outlook.com (Browser)

1. Open email in browser
2. Press Ctrl + P
3. Choose Save as PDF
4. Click Save

Pro Tip: Some browsers show a sidebar that may not render perfectly — use Simplified view if available.

✔ Gmail (Web)

1. Open your Gmail message
2. Click ⋮ (More)
3. Choose Print
4. Under destination pick Save as PDF
5. Click Save

Note: If the page shows a print layout that’s cluttered, choose Hide emails from the same thread.

2. Save Email as PDF on Mac (Mail, Outlook & Gmail)

✔ Apple Mail (macOS)

1. Open Mail and select the email
2. Click File → Export as PDF
3. Enter filename
4. Choose save location → Save

Alternatively:

1. File → Print
2. Click PDF dropdown
3. Choose Save as PDF

Bonus: You can add headers, footers, and page numbers in the print dialog.

✔ Outlook for Mac

1. Select email
2. Go to File → Print
3. Choose PDF in the bottom-left dropdown
4. Click Save as PDF

Tip: This method works for both single emails and entire threads.

✔ Gmail in Browser on Mac

Same steps as Windows — via Print → Save as PDF.

3. Save Email as PDF on iPhone & iPad

Almost all iOS devices support PDF saving — here’s how:

✔ Apple Mail (iOS)

1. Open email
2. Tap Reply/Share icon
3. Scroll → choose Print
4. Pinch-out on the preview
5. Tap Share
6. Choose Save to Files or Save as PDF

You can save to iCloud, On My iPhone, or third-party apps like Dropbox or Google Drive.

✔ Gmail App (iOS)

1. Open message
2. Tap ⋮ (three dots)
3. Tap Print
4. Choose Save to Files
5. Save where you want

Note: On iOS it prints via the iOS system, so formatting is consistent.

4. Save Email as PDF on Android (Gmail, Outlook & More)

✔ Gmail App (Android)

1. Open email
2. Tap ⋮ (more)
3. Tap Print
4. In Printer dropdown choose Save as PDF
5. Tap PDF icon → Save

You can save to Android storage or cloud apps.

✔ Outlook App (Android)

1. Open message
2. Tap ⋮
3. Tap Print
4. Choose Save as PDF

If Print isn’t visible:
Update Outlook app or use browser version.

How to Save Email Attachments as PDF

Most email apps treat attachments separately:

If attachment is already PDF

✔ Save directly from the email

If attachment is Word/Excel/Images

✔ Open attachment
✔ Use Print → Save as PDF

For image attachments:
➡ On Windows: Right-click → Print → Microsoft Print to PDF
➡ On Mac: Preview → File → Export as PDF

Tips for Better Email to PDF Conversion

📝 1. Use ‘Simplified’ or ‘Reader’ View When Possible

Some email threads show extra clutter.

• In Gmail: Click More → Print all
• In Outlook: Expand message

Cleaner PDFs remove UI elements.

🖨 2. Adjust Margins & Scale

If parts are cut off, change:

✔ Page size (A4 vs Letter)
✔ Margins
✔ Scale (e.g. 90–100%)

This is especially helpful for long email chains.

📎 3. Include Email Thread or Just One Message

Some tools allow:

✔ Only current message
✔ Full conversation

Choose depending on what you need.

🛠 4. Add Headers & Dates

Most Print dialogs let you include:

📍 Sender
📍 Date
📍 Subject
📍 Page Numbers

Helpful for records.

Best Practices for Email to PDF Tips by Email Client

Troubleshooting Common Problems

PDF Missing Content

✔ Make sure you’re using Print → Save as PDF
✔ Advanced HTML formatting sometimes doesn’t render — use Simplified View

Attachments Not Included

PDF only saves the email body — attachments must be downloaded separately.

Headers Cut Off

Change Margins or Layout to fix clipping.

Long Threads Too Big for One Page

You can:

✔ Save as multiple PDFs
✔ Print only selected messages

How to Save Multiple Emails as PDFs at Once

Most clients don’t offer batch export — but here are workarounds:

Windows or Mac

✔ Select multiple messages → Print → Save as PDF
(both Outlook & mail apps support multi-select)

Gmail via Browser

Use browser extensions like:

📌 Print Pages to PDF
📌 Save Emails to PDF (Add-ons)

They handle multiple emails and folders.

Advanced Options (For Power Users)

📌 Automatically Save Emails as PDFs

Use automation tools like:

• Zapier
• Microsoft Power Automate

They can:
✔ Save every new email as PDF
✔ Upload to Google Drive / Dropbox / OneDrive
✔ Name files based on subject or date

Great for business workflows.

📌 Convert Emails with Attachments into One PDF

Use third-party tools:

✔ PDF editors (Adobe Acrobat)
✔ Email-to-PDF converters (standalone apps)

They merge attachments into a single document.

Frequently Asked Questions (FAQ)

Can I save an entire email thread as one PDF?

Yes — use Print > Save as PDF and choose to include all messages in the thread.

Will this method keep images and formatting?

Mostly yes — but some dynamic images or external embeds may not render perfectly.

Can attachments be saved into the same PDF?

Not by default — attachments must be added manually or using advanced PDF tools.

Can I save an email as PDF offline?

Yes — on desktop apps and mobile devices without internet (just open the email first).

Do I need a third-party tool?

Not usually — most devices have built-in PDF saving.

Summary – Best Methods by Device

Conclusion

Saving an email as PDF is a powerful, everyday skill — and nearly all devices support it without extra tools.

Whether you’re archiving important conversations or sharing receipts and confirmations, this guide gives you the right steps for every device and app.

Now you can confidently:

✔ Convert emails to PDF on desktop and mobile
✔ Include attachments when needed
✔ Adjust formatting for clarity
✔ Automate if you need frequent exports