How to Export Office 365 Emails to PDF on Mac & Windows

After reviewing your query, I’ve researched and identified the best methods for exporting Office 365 emails to PDF. First, we need to understand the need to export O365 emails to PDF.

Why Backup Office 365 to PDF Format?

There are several file formats, but PDF is known as the document format in which we can backup Office 365 data safely. It’s a more secure and reliable document file to store data. Let’s discover some of the main reasons to transfer O365 to PDF.

1. When you export an Office 365 email to PDF, the formatting and structure of the email are preserved. It’s important if you need to keep a record of an email for compliance or legal purposes.
2. PDF files are widely supported and can be viewed on a number of different devices, so you can easily share them with others.
3. PDF files are more secure than email files, as they can’t be easily edited or changed. It can help protect sensitive information.
4. PDF files are searchable, so you can easily find specific information within an email, even if the email is archived.
5. You can export emails to PDF, which can help free up space in your inbox and improve the performance of your email client.

Once you have read the above points, let’s each explore these techniques on our own. I will offer detailed guidance. So, let’s begin.

Manual Method to Convert Office 365 Emails to PDF Documents

In this method, we’ll export Office 365 emails to PDF manually. Here are the steps to follow:

1. First, sign in to your Office 365 account on your computer.
2. Go to the email section and choose the email you want to save as a PDF.
3. Click on the three-dot icon (usually looks like ‘…’) as shown in the image.
4. From the menu that appears, choose the ‘Print’ option.
5. Now, click the Print option again, as shown in the image.
6. After that, from the drop-down list, select Save as PDF.
7. Click the Save button.
8. Finally, choose the location on your computer where you want to save the PDF file.

While the steps mentioned above can help you download Office 365 emails to PDF, it’s essential to be aware of the limitations of this manual method, which we’ll discuss below.

Drawbacks of the Manual Approach

Here are the limitations of manual solutions.

1. It can take too much time and effort if you have multiple emails to save as PDF documents.
2. It cannot save O365 emails with attachments.
3. It can only allow you to download a few emails at a time.

If you are facing problems with the manual method and want to save emails from Office 365 to PDF in bulk at a time, you can use the direct solution mentioned below.

Professional Method to Export Office 365 Emails to PDF in Bulk

In this method, we will use automated software, an all-in-one solution for exporting Office 365 emails to PDF, whether with or without attachments. This software has several handy features, including a date filter, the option to remove duplicates, the ability to save emails without attachments, and the capability to free up server space. Additionally, it boasts a simple and user-friendly interface, making it suitable for beginners and tech-savvy users. The ability to backup Microsoft Office 365 to PST, PDF, CSV, and other file formats is one of the best features of this program. Now, let’s discover the steps without any further delay.

Follow the steps to export Office 365 emails to PDF

1. Download the Office 365 Backup & Restore Tool.
2. Enter your O365 email address and click the sign-in button.
3. Select the backup option, like Mailbox, online archive, or public folder, then click Next.
4. Choose the files from the drop-down list and click Next.
5. Choose the PDF format from the drop-down menu, select the desired features, and click Next.
6. After that, set the destination path and click Next.
7. Finally, click on the Convert button.

Note: Following the above steps, you can backup any data at once. Moreover, you can download this software for free.

Conclusion

In the above discussion, we’ve covered two methods for exporting Office 365 emails to PDF: the manual method and the advanced Office 365 Backup & Restore Tool. You can choose the method that suits your needs best. However, it’s important to remember that the manual approach has limitations. On the other hand, the professional method using the Office 365 Backup & Restore Tool is the most reliable way to convert Office 365 emails to PDF documents, including attachments. This application also comes with various helpful features to make your task easier. The choice is yours, so pick the one that aligns with your requirements.

Frequently Asked Questions