The fastest way to save an email as a PDF

Most email programs let you save a message as a PDF directly from the print menu. Open the email you want to save, click File or the menu icon (three horizontal lines), then select Print. In the printer dropdown, choose Save as PDF or Print to PDF instead of a physical printer. Click the save button, name your file, and choose where to store it on your computer.

This method works in Gmail, Outlook, Yahoo Mail, and most other email services because it uses your computer's built-in PDF printer rather than relying on the email program itself. The email converts to a PDF exactly as it appears on screen, including any images, formatting, and attachments listed in the message.

If you cannot find a PDF printer option, your computer may need the free Adobe Reader installed, or you may be using an older version of Windows or Mac that requires a different step. The sections below cover the specific steps for each major email program and what to do if the print method does not work.

Key Takeaways

  • The print-to-PDF method works in every email program and is faster than downloading attachments separately.
  • Gmail, Outlook, and Yahoo Mail all have a print option in the menu — look for three dots or lines, then select Print.
  • When you print to PDF, the email saves exactly as it looks on screen, with all text, images, and formatting included.
  • If your computer does not show a PDF printer option, you may need to install Adobe Reader or update your operating system.

How to save an email as a PDF in Gmail

Open the email message you want to save. In the top right corner, click the three dots (the menu icon). Scroll down and click Print. A print preview window opens showing how the email will look.

In the printer dropdown at the top left, click the current printer name. A list appears. Select Save as PDF from the list. Then click the blue Save button. Choose a folder on your computer where you want the file to go, type a name for the PDF, and click Save again. The email is now a PDF file on your computer.

How to save an email as a PDF in Outlook

Open the email you want to convert. At the top of the window, click File. A menu appears on the left side. Click Print. The print preview opens on the right.

Under Printer, click the dropdown that shows your current printer. Select Print to PDF or Save as PDF from the list. Then click the Print button. A save dialog opens. Type a name for your PDF file and choose where to save it, then click Save.

How to save an email as a PDF in Yahoo Mail

Click on the email to open it fully. Look for the three dots or three horizontal lines in the top right corner of the email. Click it. A dropdown menu appears. Select Print.

The print dialog opens. In the printer dropdown, select Save as PDF. Click Save or Print depending on what your browser shows. Choose a location on your computer, name the file, and click Save.

What to do if you do not see a PDF printer option

If the printer dropdown does not show Save as PDF or Print to PDF, your computer may be missing the software needed to create PDFs. On Windows, open the Microsoft Store, search for "Print to PDF", and install the free app. On Mac, the PDF option is built in, so if you do not see it, try restarting your browser and opening the email again.

If you are using an older version of Windows (before Windows 10), you may need to read free PDF software like PDFtk or Smallpdf. Search for "free PDF printer" and choose one from a trusted source. Install it, then restart your browser and try the print method again.

How to save an email with attachments as a PDF

When you print an email to PDF, the PDF shows the email message itself but does not include attached files inside the PDF. The attachment list appears in the email, but the actual files stay separate on your computer. If you need the attachments as well, read them separately to the same folder where you save the PDF.

To read attachments, open the email and look for the paperclip icon or Attachments section. Click read next to each file you want to keep. Save them to the same folder as your PDF so all the related files are together.

Saving emails from your phone or tablet

Most email apps on phones and tablets do not have a built-in print-to-PDF option. Instead, take a screenshot of the email (press the power button and volume down button at the same time on most phones), then use a free app like Adobe Scan or Microsoft Lens to convert the screenshot to a PDF. These apps are free and available in the Apple App Store or Google Play Store.

Alternatively, open the email in your phone's web browser instead of the email app, then use the print-to-PDF method described above. This works on most phones and gives you a cleaner result than a screenshot.

Frequently Asked Questions

Can I save multiple emails as one PDF?

Most email programs do not have a built-in option to combine multiple emails into a single PDF. You can print each email separately as its own PDF, then use free software like PDFtk or an online tool to merge them into one file. Some email programs like Outlook let you select multiple messages and print them together, which creates one PDF with all of them.

Will the PDF include images and formatting from the email?

Yes. When you print to PDF, the file looks exactly like the email did on your screen, including images, colors, fonts, and the sender's signature. The only thing that may look different is the page breaks — long emails might split across multiple pages in the PDF.

What if the email is too long and the PDF cuts off at the bottom?

This usually means your print settings are set to a specific page size. In the print dialog, look for More settings or Advanced and make sure the page size is set to Letter or A4. If the email is very long, it will print across multiple pages in the PDF, which is normal.

Can I password-protect the PDF after I save it?

The print-to-PDF method does not add password protection. After you save the PDF, you can use free software like PDFtk or an online tool to add a password. Search for "free PDF password protection" and choose a trusted tool, then upload your PDF and follow the steps to set a password.