Step-by-Step Guide

Sometimes you may need to save an email as a PDF—whether it’s to share official details with your employer, keep a personal record, or submit important correspondence for study or work. The good news is that most email platforms make this process quick and easy.

Below, we’ll walk you through how to save emails as PDFs across different providers and devices.

Saving an Email as a PDF in Gmail (Web Browser)

1. Open the email you want to save.

2. Click the three dots (More) in the top-right corner of the message.

3. Select Print.

4. In the print window, change the printer destination to Save as PDF.

5. Click Save, then choose where to store the PDF file.

Saving an Email as a PDF in Outlook (Web Browser)

1. Open the email you want to save.

2. Click the three dots (More actions) in the top-right corner.

3. Select Print.

4. In the print dialog, choose Save as PDF as your printer.

5. Click Save, and pick the location on your device.

Saving an Email as a PDF in Outlook (Desktop App – Windows)

1. Open the email.

2. Go to File > Print.

3. In the printer list, select Microsoft Print to PDF.

4. Click Print.

5. Choose where to save the PDF and click Save.

Saving an Email as a PDF in Outlook (Desktop App – Mac)

1. Open the email.

2. Go to File > Print.

3. In the print dialog, click the PDF drop-down at the bottom left.

4. Select Save as PDF.

5. Enter a file name and location, then click Save.

Saving an Email as a PDF in Apple Mail (Mac)

1. Open the email.

2. Go to File > Print.

3. In the print window, click the PDF button at the bottom left.

4. Select Save as PDF.

5. Choose a location and save.

Saving an Email as a PDF on Mobile Devices (iOS & Android – Gmail/Outlook Apps)

1. Open the email in your mail app.

2. Tap the three dots / More menu.

3. Select Print.

4. Choose Save as PDF (on iPhone: use the Share button and select Save to Files as PDF).

5. Save to your phone or cloud storage.

✅ Tip: Once saved, your PDF can easily be emailed, uploaded, or printed as needed—making it a handy way to keep an official record of your important messages.