How to Convert Email Messages to PDF Files

The fastest way depends on what email service you use

Most email services let you save a message as a PDF directly from the message itself — no separate software needed. Gmail, Outlook, and Apple Mail all have this built in. The steps differ slightly between services, but the result is the same: a single PDF file you can store, share, or print.

If your email service doesn't have a built-in option, or if you need to convert many messages at once, you can use your computer's print function to create a PDF. This works on Windows, Mac, and Linux, and it's often faster than hunting for a dedicated tool.

Key Takeaways

Gmail, Outlook, and Apple Mail can save individual messages as PDF files using their built-in export or print-to-PDF features.
The print-to-PDF method works with any email service and takes about 30 seconds per message.
If you need to convert dozens of messages, desktop email clients like Thunderbird or Outlook can batch-export to PDF.
The PDF will include the message body, sender, date, and any text in the message, but not file attachments unless you save those separately.

Converting a single message in Gmail

Open the message you want to save. Click the three-dot menu icon in the top right corner of the message. Select "Print" from the dropdown. Your browser will open a print preview window.

In the print preview, look for the "Destination" dropdown at the top left. Click it and select "Save as PDF" instead of your printer name. Then click the blue "Save" button. Choose where you want to save the file on your computer and give it a name. Gmail will create a PDF with the subject line as the filename by default.

Converting messages in Outlook (web and desktop)

In Outlook on the web: Open the message. Click the three-dot menu icon at the top right. Select "Print" from the menu. In the print preview, change the destination to "Save as PDF" and click Save.

In Outlook desktop (Windows or Mac): Right-click the message in your inbox. Select "Print" from the context menu. In the print dialog, find the dropdown that says "Printer" and change it to "Print to File" or "Save as PDF" (the exact name depends on your operating system). Click OK or Print, then choose where to save the file.

Converting messages in Apple Mail

Open the message in Apple Mail. Press Command+P to open the print dialog (or go to File > Print). In the print window, look for the "PDF" dropdown button in the bottom left corner. Click it and select "Save as PDF".

A save dialog will appear. Choose a location on your Mac and enter a filename. Apple Mail will save the message as a PDF. The PDF includes the full message, headers (sender, date, subject), and any quoted text, but not attachments.

Using print-to-PDF for any email service

If your email service doesn't have a dedicated export option, the print method works everywhere. Open the message in your web browser or email app. Press Ctrl+P (Windows) or Command+P (Mac) to open the print dialog. Look for a dropdown that says "Printer" or "Destination".

Change it to "Save as PDF" or "Print to File". Click the Save or Print button. Choose where to save the file and give it a name. This method takes about the same time as using a built-in export feature and produces the same result.

Converting multiple messages at once

If you need to convert 10 or more messages, using the print method one at a time becomes tedious. Desktop email clients like Mozilla Thunderbird or Microsoft Outlook (the desktop version) can export multiple messages to PDF in one operation.

In Thunderbird, select the messages you want to convert (hold Ctrl or Command and click each one). Right-click the selection and choose "Print". In the print dialog, select "Print to File" and choose PDF as the format. Thunderbird will create a single PDF containing all selected messages in order.

In Outlook desktop, select multiple messages, then go to File > Print. Choose "Print to File" and select PDF format. Outlook will combine them into one PDF file. This is much faster than converting each message individually.

What gets included and what doesn't

The PDF will contain the message body, the sender's name and email address, the date sent, the subject line, and any text quoted from previous messages in the thread. It will also include any images embedded in the message body.

File attachments do not automatically convert to PDF with the message. If the original email had attachments, you need to save those separately from your email service. Some email services let you read attachments directly; others require you to open them first. The PDF will show that attachments were present, but the files themselves won't be inside the PDF.

Frequently Asked Questions

Can I convert an entire email thread to one PDF?

Yes, but the result depends on your email service. In Gmail, open the first message in the thread, then scroll down and click "Show trimmed content" to expand all replies. Then use the print-to-PDF method. In Outlook and Apple Mail, you may need to select multiple messages and print them together, which creates a PDF with each message on a separate page.

Will the PDF look the same as the email on screen?

Mostly yes. The PDF will preserve the text, formatting, and any images in the message body. However, some styling (like background colors or special fonts) may not transfer perfectly. The PDF will be a clean, readable version suitable for printing or archiving.

What if the email has a large attachment?

The attachment itself won't be included in the PDF. You need to save attachments separately through your email service. Most services have a "read" button next to each attachment. Once you have the attachment file, you can combine it with the PDF using a PDF editor if needed.

Can I convert emails on my phone?

Most phone email apps don't have a built-in PDF export feature. On iPhone, you can use the Share sheet: open the message, tap Share, and select "Print". Then pinch the preview to open the PDF viewer, tap Share again, and choose "Save to Files". On Android, the process varies by app, but Gmail's mobile app doesn't have direct PDF export — you'll need to use a web browser instead.

Is there a way to convert emails without using print?

Some third-party tools and browser extensions claim to convert emails to PDF, but they often require you to grant access to your email account. The built-in print method is safer and doesn't require installing anything. If you regularly convert many emails, a desktop email client like Thunderbird is more reliable than a web-based tool.

This guide is for general information only and is not medical, financial, legal, or other professional advice. For decisions specific to your situation, consult a qualified professional. See our Editorial Policy.