A Complete Solution to Save Office 365 Emails as PDF in Bulk
User Query: ” I am having multiple email folders in my Office 365 account, and my storage is filling fast. Therefore, I want to free up my cloud storage. However, I don’t want to delete any of my important emails. Instead, I want a reliable way to keep a safe backup of my data. Can I export all my Office 365 emails to PDF with attachments and formatting preserved? “
Summary: When users have a profession that streams their inbox with important emails daily, their inbox gets cluttered. So even if they want to free up their cloud storage, they can’t delete these emails. However, they can choose to save their emails in a reliable format like PDF. Therefore, this blog will show users approaches to save Office 365 emails as PDFs. Users can directly use the Office 365 Backup Tool to make the conversion process fast and efficient.
Why convert Office 365 email to PDF for backup?
Here are the reasons that influence users to save their Office 365 emails to PDF:
- PDF files don’t require any specific email client or reader tool to access them, like other file formats.
- A PDF file can incorporate or link email attachments, keeping critical data intact.
- Single or Multiple PDF files are easy to share among colleagues, clients, or friends.
- A secure backup in PDF files can help users clean their Cloud storage and access their data offline.
Reliable Methods to Save Office 365 Emails as PDF
This section will describe the following methods for saving Office 365 emails:
- Manual Approaches: No bulk transfer and special features
- Automated Tool: Bulk transfer using special features.
Approaches to Export Emails from Office 365 to PDF Manually
Here, we have discussed two manual methods for saving the Office 365 data. First, the method described uses the Outlook desktop application. After that, the second method uses Outlook Web App.
Method 1: Using the Outlook Desktop Application
These are the following steps to consider:
- First, launch the Outlook application on your PC.
- Then, log in with your Office 365 account and navigate to your Inbox.
- Now, access the email that you wish to save and click on the File option, and then, hit Print.
- Here, choose the Microsoft Print to PDF option from the printer drop-down and click Print.
- Finally, choose the location to save the file, assign a name, and click Save.
Method 2: Using Outlook Web App (OWA)
The steps are as follows to save Office 365 emails as PDF :
- Initially, log in to Outlook (Office 365) on a browser.
- Then, open the specific email you’d like to turn into a PDF.
- After that, on your keyboard, press Ctrl + P or Command + P to bring up the print window.
- Ahead, under the printer options, pick Save as PDF as your destination.
- Finally, click Save, then pick the folder on your computer where you want the PDF to be stored.
Limitations
- If you use the given manual methods, you can only save a single email at a time.
- The manual method doesn’t have any support for bulk conversions.
- Also, this is Time-consuming for large mailboxes, compromising thousands of emails.
- Additionally, email attachments like PDF, images, etc, are not included in the PDF file.
Effectively Save Office 365 Emails as PDF Using a Specialized Utility
The Office 365 Backup Tool has been built to ease and speed up the process of Office 365 backup. With its user-friendly interface, advanced features, and reliable performance, users experience a seamless and safe backup experience. In addition, it has options for mail filtering and saving emails with or without attachments. Therefore, this makes it a great option for individuals and organizations looking for quick and portable PDF backups. Users can also convert Microsoft 365 to PDF format and to other formats and email clients.
Steps to Save emails from Office 365 account to PDF:
- To begin, launch the Backup tool on your PC.
- Now, sign in with your Office 365 account and follow the on-screen instructions.
- Then, choose one of the available source backup options and click Next to continue.
- Next, from the tree structure, preview your Office 365 account. Choose the folders you’d like to back up, then click Next to proceed.
- From Here, from the Save/Backup/Migrate As menu, choose the PDF option.
- Further, Apply Filters, select the required folder path to save your PDF files.
- Finally, click Next, then click Convert to save Office 365 emails as PDF.
Why Choose Office 365 Backup Tool?
| Advanced Features Offer: preview, remove duplicates, date filter, and many more. Also, the ability to migrate Office 365 to IMAP and other email clients. | One-Time Service If you need a budget-friendly solution, you can request a one-time Office 365 to PDF backup from our support team. All without the need to install the software. | Free Demo Version A free demo version of this tool is available so you can explore its features and working before purchase. It is also fully compatible with all versions of Office 365 and Windows OS. |
Conclusion
Altogether, saving your Office 365 email data into a widely accessible PDF is the best choice for backup. Moreover, users are not at all dependent on the specific email clients or readers to access PDF files. Even though users have the option to save Office 365 emails as PDF manually, it is not recommended. The manual method is time-consuming and impractical for bulk conversion, and it has various other limitations. Therefore, the Office 365 Backup tool is recommended to manage large-scale conversions that offer special features.
Frequently Asked Questions
Ans. You can easily avoid duplicate copies while exporting Office 365 emails to PDF using a dedicated backup tool. The software comes with a built-in feature that automatically detects and skips already backed-up emails. Hence, the tool ensures that only unexported messages are saved as PDF.
Ans. Yes, you can save your Office 365 email to PDF with attachments. The automated tool allows you to export Office 365 emails into PDF format with attachments included. Moreover, you can choose whether to include or exclude attachments as per your requirement, giving you full flexibility during the backup process.
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