Easy Steps to Convert Office Emails to PDF in Bulk: A Complete Guide

Microsoft 365 emails often have important details like contracts, project updates, and messages that you might want to keep for later. A good way to make sure you can access these important emails in the future is to change them into PDF files. So, you can convert Office 365 emails to PDF for long-term and offline accessibility.

PDFs are a common file type that keeps your document’s layout and format the same, making them easy to share, print, and store safely. In this complete blog, we will show you different ways including MigrateEmails Office 365 Migration Tool to convert your emails to PDF so you can keep your important information organized and easy to find. 

Why do we need to Change Office 365 Emails in PDF Format?

The conversion of Microsoft 365 data into PDF is necessary for several reasons. Here, we will go through some of the main pointers to know the benefits of this conversion: 

• PDF is a universally accepted format that ensures long-term accessibility and is often used for archiving business records.
• Microsoft 365 emails can contain sensitive information, and converting them to PDF allows for better control over access and editing. 
• When emails need to be presented in meetings or as part of reports, converting them to PDFs allows for a cleaner, more consistent layout.
• You can easily access PDF files offline and ensure that important emails can be referenced even without an internet connection.
• Once emails are converted to PDF, they can be accessed offline without needing to use email software like Outlook or Microsoft 365.

These pointers will help you to understand the benefits of converting your Office 365 data into PDF. Further, we will know the methods to accomplish the conversion process. 

Two Best Methods to Convert Office 365 Emails to PDF

Among the several solutions, we will make you introduce to the two best solutions to change Office 365 Emails to PDF Format. The manual process will help you to convert Office 365 data one by one separately. Another will be the professional solution which helps you to save Multiple Office 365 Emails as PDFs at once. Let’s continue with the next section to know it in detail:

#Method 01: Manual Method to Convert Microsoft 365 Emails as PDF

Here, we will use Outlook 365 to convert your Office 365 emails to PDF. If you have the Outlook desktop application, you can convert emails to PDF using the print feature. Microsoft Outlook allows you to save emails directly as PDF files using the built-in “Print” feature. Here’s how you can simplify the conversion process:

1. Launch Microsoft Outlook and navigate to the email you wish to convert to PDF.
2. After that, double-click on the email to open it in a new window.
3. Next, Click on File in the top left corner and select Print from the menu.
4. Now, select Microsoft Print to PDF from the Printer dropdown menu,
5. Adjust any print settings as needed, such as orientation and number of pages.
6. Subsequently, click on the Print button.
7. A dialog box will appear asking where to save the PDF. 
8. Choose your desired location, give the file a name, and click on the Save button

Your email will now be converted to a PDF file and saved in the location you selected.

Drawbacks of using the Manual Method

When you pick the manual method to convert Microsoft 365 to PDF, it can be effective, but it comes with several drawbacks:

• Manually converting emails may not include attachments in the PDF files.
• The print-to-PDF method does not translate properly the format of emails.
• It requires individually opening and saving each email, which can be inefficient.
• Along with that, this method usually needs more advanced features and batch conversion.
• Some users may require a certain level of technical knowledge to execute manual conversion.

Given these drawbacks, many users may opt for third-party software that offers more efficient, and reliable features for converting Office 365 emails to PDF.

#Method 02: Reliable Method to Convert Office 365 emails to PDF

To overcome the drawbacks of the manual method, you can use MigrateEmails Office 365 Email Backup Tool to Save Multiple Office 365 Emails as PDFs in just a few steps. This tool supports batch migration from multiple accounts at once. Moreover, it ensures the integrity of the data during the migration process.  In addition to PDF, you can migrate Office 365 emails to MBOX, EML, EMLX, MSG, PDF, CSV, GIF, JPG, and others. Also, it can back up O365 emails, contacts, calendars, and other items between Office 365 accounts or any other email clients. It comes with a simple, easy-to-understand interface for both technical and non-technical users. This software is compatible with all Windows versions and supports the latest versions of Office 365. Just go through the given steps to convert Office 365 emails to PDF:

Simple Steps to Change Office 365 Emails in PDF

1. Download and run the MigrateEmails Office 365 Migration Tool.
2. Click the Backup button to start the mailbox data migration process.
3. Next, enter your Microsoft 365 credentials and click the Sign in button.
4. Choose the mailbox folders you wish to migrate and proceed further.
5. Now, pick the PDF from the given drop-down list of file formats >> Next.
6. Select the features and specify the destination path to save the PDF file.
7. Finally, click the Convert button to begin the O365 mailbox conversion.

Conclusion

In this complete blog, we have discussed the two best ways to convert Office 365 emails to PDF. Converting Microsoft 365 emails to PDF can be easily achieved through various methods, whether you prefer to do it manually through the web or desktop versions of Outlook or by using the recommended software. Every approach offers its own benefits, you can select the one that aligns best with your requirements. With the help of the given software, you should be well-equipped to convert your Microsoft 365 emails into PDF format. Also, it preserves important communications for future reference or sharing. For a better understanding of the software, you can try the demo version of the software for free.

Read More: Learn the Best Methods For Microsoft 365 Tenant-to-Tenant Migration

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