If you save email attachments as PDFs instead of the original File, your inbox will be much easier to search and use. Converting emails to PDF files may seem like a trivial task, but many people do not know how to save an email attachment as a PDF on their computer.
PDFs have become an increasingly popular way to save important files due to their compatibility across devices and platforms. They’re also great for printing, especially if you need a high-quality version of a document. Converting emails into PDFs is one easy way to keep all your correspondence in one place – whether it’s for personal or professional use. In this article, we’ll show you how to save email as PDF on both Mac and PC systems using built-in features and third-party software.
What is a PDF?
The Portable Document Format, popularly known as PDF, was designed by Adobe Systems in 1993. It’s a file format that preserves the layout and formatting of a document regardless of the platform on which it is opened. PCs, tablets, and even smartphones can be used to read PDFs!
Reasons Why You Might Want to Save Email as PDF:
- To keep a copy of an important message for future reference
- To have a physical copy of an email for filing or archiving purposes
- To print out an email with large text or images so that it is easier to
- To create a pdf file
Why Would I Want to Save Email as PDF?
There are several reasons why you may want to save an email as a PDF file. Maybe you need to maintain a paper copy for your records, or perhaps you’d want to attach the email but don’t want to lose the formatting. Some save email to PDF for litigation and for legal purposes because a pdf can be helpful in investigations and in providing proof and context and is easily converted into a text document. Whatever the reason, knowing how to save email as PDF is a handy tool to have in your arsenal!
The great thing about saving the email as a file is that…
- It’s fast and efficient
- All content is saved into one document
- It takes longer but ensures that our original media stays intact
PDF Compatibility for Mac
PDFs are compatible with Mac and Windows. Mac users can save email attachments as a PDF with the built-in print to PDF function of their computer. This makes it easier for Mac users to save email as PDF because the process is all done through the print menu.
How to Save Email as PDF for Mac?
When saving emails as PDF for Mac, the easiest way is to save the File as a PDF using your printer. Here are easy steps on how to save email attachments as pdf for Mac:
- Open the email you want to save in its own window so that it’s ready and waiting for you
- Switch over to your “Print” menu (or hit Command+P)
- Select “Save as PDF…” from under Printer Options or Preferences
That’s all there is to it! Your files should be saved immediately after hitting save. Once they’re saved, just close them down like usual. Then reopen these documents at any time by double-clicking them. You can also convert emails into other formats such as Microsoft Word (.doc), Rich Text Format (.rtf), or plain text (.txt).
PDF Compatibility for PC
PCs do not have this same functionality by default, but there are several options available to save an email attachment as a PDF file on your desktop or laptop computer:
The easiest option is using Google Drive’s “print” feature, which will save all Gmail attachments in one document and automatically convert it into a pdf file that you can access through drive and save onto your machine. This is also easy! Just attach the mail message within Outlook (or any other program) and then go up to File > Print instead of hitting send. Just click cancel — now you’ll see two open windows side by side. The one on the right is your email message, and you can save it as a PDF from this window. Unlike Mac users who have to print emails in order to save them as pdf files, PC users simply need to click cancel when they go to send their email! There is also third-party software that converts an email into a pdf file, such as Save Emails to PDF, which you’ll be able to install onto your computer and adjust settings for how you want your document saved (for example, resolution). This software allows you to create complete multi-page pdfs — including signatures if needed. You can save directly from Outlook, save as an editable text document, or create a PDF from any website.
PDFs can also be converted to other formats like JPG and PNG.
How to Save Email as PDF for PC?
In order to save email as PDF for PC, there are several ways to save email as a pdf file.
Adobe Reader is an application that’s available for both Macs and PCs, which allows you to save your PDF attachments from Gmail (just like how it works on the Mac). You can save them directly onto your computer or access them through Google Drive. Just attach the mail message within Outlook (or any other program) and then go up to File > Print instead of hitting send. Just click cancel — now you’ll see two open windows side by side. The one on the right is your email message, and you can save it as a PDF from this window. Unlike Mac users who have to print emails in order to save them as pdf files, PC users simply need to click cancel when they go to send their email!
There is also third-party software that converts an email into a pdf file, such as Save Emails to PDF, which you’ll be able to install onto your Google Chrome browser and adjust settings for how you want your document saved (for example, resolution). This software allows you to save directly from Gmail, save as an editable text document, or create a PDF from any website.
PDFs can also be converted to other formats like JPG and PNG.
Things to Remember
Now that we know how to convert email to PDF without printing on our respective machines, there are a few things we should keep in mind:
When saving attachments like PDFs, always save the original File into a safe place! Sometimes pdf conversions don’t go perfectly, and you may need the original File to fix formatting issues or for further editing. If you’re printing out an email with large images or texts, make sure your printer settings are set to “fit page” so that it prints correctly and isn’t cut off. Test print before hitting print on all of your emails!
PDFs can be opened and read on any device that has Adobe Reader software installed. This includes Macs, PCs, smartphones, and tablets! So whether you’re at home or on the go, you’ll always have access to your important emails.
Saving email as PDF is a great way to keep track of your correspondence, have a physical copy for record-keeping purposes, or print out an email with large text or images so that it is easier to read. PDF files are compatible with both Mac and PC devices and can easily be converted into different formats if needed. With these tips in mind, save those important messages today!