How to Convert Office 365 Emails to PDF Documents?

In today’s world, PDF has become an important file format for sharing and saving important data. Many users want to save important data in a PDF file format for backup purposes and as an offline record. Sometimes, in some situations, users want to convert Office 365/Microsoft 365 emails to PDF format. So to help those users, we have written methods to convert Office 365/Microsoft 365 to PDF format.

Overview

Office 365/Microsoft 365 is a subscription-based suite that is used by small business organisations and individual users. It provides various services like Microsoft Word, Excel, PowerPoint, Outlook 365, OneDrive and more. It can be used online as well as offline without the internet.

PDF is a file format that is created by Adobe for easy document sharing, which can be accessed on any device, software or operating system. It can be protected from unwanted access by password protection.

Why convert Office 365 to PDF documents?

• Backup purposes: PDF files are used to access for backup purposes and can be used for future purposes.
• Compatibility: PDF files maintain the original formatting of the document irrespective of the software, hardware and operating system used. 
• Easy Sharing: PDF files are small and occupy less storage space, which makes them suitable for sharing.
• Legal and Forensic Use: PDF files are used for forensic and legal purposes due to their formatting and resistance to alterations.

Manual method to convert to Office 365 to PDF

Step 1: Convert Office 365 email to PDF with Outlook.com

1. Log in to Outlook.com using Office 365/ Microsoft 365 account credentials.
2. Click on the three dots at the top corner of the email message and press the Print option.
3. Choose the Save as PDF option to save Office 365 emails to PDF format.

Step 2: Convert Office 365/Microsoft 365 email to PDF with desktop Outlook

1. Open Microsoft Outlook on your system.
2. Go to the File option and then Account Settings.
3. Click on Add Account option and enter your Office 365/Microsoft 365 email address and Password.
4. Software connects to your account and shows emails.
5. Go to the folder where your Microsoft 365 emails are located. Click the three-dot option at the top of your email message.
6. Select the Print option and choose the Save as PDF option.

Automated method to convert Office 365 to PDF documents

With eSoftTools Office 365 backup software, users can easily convert Office 365 mailbox files & folders to PDF files without losing any data. This tool allows users to back up Office 365 emails to other file formats, like PST, EML, EMLX, HTML, MHTML, MBOX and Thunderbird. Moreover, it preserves the original formatting and structuring of mailbox emails while converting to PDF.

Also Read: How to Download all emails from Office 365?

How to convert Office 365 to PDF?

• Download, install and launch eSoftTools Office 365 Backup Software on your Windows system.
• Input your Office 365 email address and Password in the required fields.

• Click the Login button, and all Office 365/ Microsoft 365 mailbox files & folders will be loaded into the software.
• Preview the Office 365 mailbox files & folders and select them according to your needs. 
• Choose the Export option as Save in PDF from the drop-down list of options.

• Browse the saving location where you want to save PDF files on your computer.
• Apply the Naming Convention and Mail filtering option according to your requirements.

• Click the Save Backup button, and the export process will start to convert Office 365 emails to PDF format.

Benefits and key features of Office 365 backup software

• With a few clicks user can take a backup of Office 365 emails in PDF and other file formats.
• Provides a preview of Office 365 mailbox files & folders in the preview panel inside the software.
• Maintains folder hierarchy and structuring of Office 365/Microsoft 365 during conversion.
• Export Office 365/ Microsoft 365 emails to MBOX with two options- Folder-wise MBOX and a Single MBOX file.
• Filters emails according to Date by the email filtering feature that filters emails according to Date.
• Save the Office 365 mailbox to the chosen file format at your desired location on your Windows PC.
• A user-friendly graphical interface allows anyone to use it easily.
• Consistent with all editions of the Windows Operating System, like Windows 11, 10, 8.1, 8, 7 & below editions.
  

Conclusion

In this blog, we have explained both manual and automated methods to convert Office 365 emails with attachments to PDF files. Manual methods explained above are not suitable for bulk conversion. If you want to convert Office 365 emails to PDF format in bulk, use the automated method. If you want to check how the software works, then you can try the free demo version.