How to Save an Email as a PDF [Step-by-Step Guide]

Have you ever wanted to keep a copy of an email forever? Maybe it’s a receipt, a travel itinerary, or a sweet message from a friend. Saving an email as a PDF is a great way to do that. PDF files are easy to share, print, and store. Plus, they look the same on every device.

Don’t worry—it’s super simple! In this guide, we’ll walk you through how to save an email as a PDF step by step. Whether you’re using Gmail, Outlook, or Apple Mail, we’ve got you covered.

Why Save an Email as a PDF?

First things first: Why would you want to do this? Here are a few good reasons:

• Keep a permanent copy of important messages
• Store messages offline, even without internet
• Print documents or forms easily
• Archive emails for taxes, business, or legal reasons

Now let’s get to the fun part—learning how to actually do it!

Save an Email as a PDF in Gmail (Web Version)

If you use Gmail in your browser, follow these easy steps:

1. Open the email you want to save.
2. Click the three-dot menu on the top-right of the email.
3. Select Print from the dropdown.
4. A new window will open with a print preview.
5. In the Destination field, choose Save as PDF.
6. Click Save and choose where to store the file.

And that’s it! You now have your email as a shiny new PDF file.

Save an Email as a PDF in Outlook

Are you using Microsoft Outlook? No problem. Here’s how to do it:

1. Open the Outlook email you want to save.
2. Click File in the top menu.
3. Select Print.
4. In the printer list, choose Microsoft Print to PDF.
5. Click Print.
6. A box will pop up to choose where to save. Pick your folder and name the file.
7. Click Save.

Just like that, your Outlook email is turned into a PDF!

Save an Email as a PDF on Apple Mail (Mac)

Using a Mac with Apple Mail? Here’s how to save an email as a PDF:

1. Open the email in Apple Mail.
2. Click File from the menu bar.
3. Choose Export as PDF.
4. Select where you want the file saved.
5. Give your file a name and click Save.

Apple makes it super easy, doesn’t it?

Save an Email as a PDF on Your Phone

Yes, you can do this on your phone too! Let’s look at how on both iPhone and Android.

For iPhone (iOS Mail App or Gmail App)

1. Open the email in your mail app.
2. Tap the Share button (looks like a square with an arrow).
3. Scroll down and tap Print.
4. Use the two-finger pinch-out gesture on the preview to zoom.
5. Now tap the Share icon again on the PDF preview screen.
6. Choose Save to Files to save it as a PDF.

Sounds like magic, but it works!

For Android (Gmail App)

1. Open the Gmail app and go to the email.
2. Tap the three-dot menu in the top-right corner.
3. Select Print.
4. From the printer drop-down, select Save as PDF.
5. Tap the PDF icon to save it to your device.

Now you’re a PDF-saving pro, even on your phone!

Pro Tips for Saving PDFs

Here are some fun little tips to level up your email saving game:

• Rename your files so you can find them later—like “FlightConfirmation_July2024.pdf”
• Create folders for different topics like Travel, Work, Receipts
• Back up PDFs on cloud services like Google Drive or Dropbox
• Password-protect sensitive PDFs using tools like Adobe Acrobat

Keeping things tidy will make your life so much easier later on.

A Quick Recap

Let’s wrap things up with a lightning-fast review:

• Use Print options to save emails as PDFs.
• Works on Gmail, Outlook, Apple Mail, and mobile apps.
• Just choose Save as PDF instead of sending to an actual printer.
• Save the file somewhere safe and name it clearly.

Bonus: Use Browser Extensions or Email Clients

Want to get fancy? Try browser extensions or email clients that support direct PDF export. Some even let you save multiple emails at once as a PDF bundle!

• Chrome Extensions: Tools like “Save Emails to PDF” can speed things up
• Thunderbird: This email client has advanced saving options

Feel free to explore if you’re saving tons of emails all the time.

You’re Now a PDF Ninja!

There you go! You’ve learned how to save emails as PDFs on just about any device. Whether it’s for record-keeping, organization, or just peace of mind—you now have the tools to do it right.

Next time someone says, “How do I save this email as a PDF?”—you can grin and show off your new skills.

Happy saving!