The fastest way depends on what email service you use

Most email services let you save a message as a PDF directly from the email itself — no separate software needed. Gmail, Outlook, and Apple Mail all have a built-in print-to-PDF option that takes about 30 seconds. If your email service doesn't have that button, you can use your operating system's print dialog to save any email as a PDF instead. The method you choose depends on whether you want to keep the email's original formatting, whether you need attachments included, and what device you're using.

The print-to-PDF approach works on any email service because it uses your computer's native print system rather than relying on the email provider. This means you can convert emails from smaller services, corporate email systems, or webmail accounts that don't have their own export buttons. The PDF preserves the email exactly as it appeared when you saved it — the sender, date, subject line, body text, and any embedded images all stay intact.

Key Takeaways

  • Gmail and Outlook both have a "read" or "Print" button in the email that saves directly to PDF without opening your printer.
  • On any email service, you can open the email and use your computer's print dialog to save as PDF instead of printing to paper.
  • Phone email apps usually require you to forward the email to a PDF conversion service or use your phone's built-in screenshot and PDF tools.
  • Saving as PDF preserves the email content and formatting at the moment you save it, so the recipient sees exactly what you saw.

Converting email to PDF in Gmail

Open the email you want to save. Click the three-dot menu icon in the top right corner of the email, then select "Print." A print dialog will open showing a preview of the email. At the top left of the print dialog, change the printer from your actual printer to "Save as PDF." Click the "Save" button, choose where you want the file to go on your computer, name the file, and click "Save" again.

The PDF will include the email subject, sender, date, and all text in the body. If the email has attachments, they will not be included in the PDF — you'll need to save those separately by clicking the attachment and choosing "read." If you want to include an attachment in the same file, you'll need to use a separate PDF editor to combine them after saving. Gmail also lets you use Ctrl+P (Windows) or Command+P (Mac) as a keyboard shortcut to open the print dialog directly, skipping the three-dot menu.

Converting email to PDF in Outlook (web and desktop)

In Outlook on the web, open the email and look for the three-dot menu in the top right. Click it and select "Print." The print preview will open. Change the printer dropdown to "Save as PDF," then click "Save." Name your file and choose the location on your computer.

In Outlook on Windows or Mac (the desktop app), open the email and go to File menu, then select "Print." The same print dialog appears. Change the printer to "Save as PDF" and follow the same steps. Desktop Outlook also lets you right-click an email in your inbox and select "Print" directly, which opens the same dialog. This can be faster if you're converting multiple emails in a row.

Converting email to PDF on Mac using Mail

Open the email in Apple Mail. Press Command+P to open the print dialog, or go to File menu and select "Print." In the dialog that appears, look for the "PDF" dropdown button in the bottom left corner. Click it and select "Save as PDF." Choose where to save the file, name it, and click "Save."

If the PDF dropdown doesn't appear, your Mac may be set to show a simplified print dialog. Click "Show Details" at the bottom of the dialog to expand it and reveal the PDF options. The saved PDF will include all text formatting, sender information, and the date the email was sent. Apple Mail's print dialog also lets you preview how the email will look as a PDF before you save, so you can adjust the zoom level if the layout doesn't match what you want.

Converting email to PDF on iPhone and Android

Phone email apps don't have a direct "save as PDF" button like desktop versions do. The easiest method is to take a screenshot of the email, then convert the screenshot to PDF using your phone's built-in tools. On iPhone, take a screenshot by pressing the side button and volume up button together, then tap the thumbnail that appears. Tap "Markup," then tap the three dots and select "Save to Files." Choose PDF format if your phone offers it, or save as an image and convert it later on a computer.

On Android, take a screenshot using your phone's standard method (usually power button and volume down), then open the Google Play Store and search for a free PDF converter app like "Image to PDF." Upload your screenshot and save it as a PDF. Alternatively, forward the email to yourself, open it on a computer, and use the desktop method above. This works better if the email is long or has multiple attachments, since a single screenshot may not capture the entire message.

Saving email with attachments as a single PDF

If you need the email and its attachments in one PDF file, the print-to-PDF method will only save the email body. You'll need to read the attachments separately, then use a PDF editor to combine them. Free PDF editors like PDFtk or online tools like ilovepdf.com let you upload multiple files and merge them into one document.

Alternatively, some email services have a "forward as attachment" option that packages the entire email as a file you can then convert. In Gmail, you can use the "Forward as attachment" option under the three-dot menu, which creates a .eml file. You can then open that file on your computer and convert it to PDF using the same print-to-PDF method. This approach preserves the email exactly as it was, including all metadata and attachments in their original form.

Why the PDF looks different from the email on screen

When you convert an email to PDF, the layout may shift because the PDF is formatted for a standard page size (usually 8.5 by 11 inches) rather than the width of your email window. Long lines of text may wrap differently, and images may resize. This is normal and doesn't mean the conversion failed — the content is all there, just reflowed to fit the page.

If you want the PDF to look as close as possible to what you see on screen, make your email window wider before printing, or zoom in on the email so the text is larger. Some email services let you adjust the zoom level in the print preview before you save, which can help control how the final PDF looks. You can also test the conversion on one email first to see how your particular email service and email content will appear in PDF form.

Frequently Asked Questions

Can I convert an email to PDF if it has images or logos?

Yes. Images embedded in the email will be included in the PDF. Images attached as separate files will not be included in the PDF unless you read them separately and merge them using a PDF editor. Logos and formatting from the email's HTML design will usually appear in the PDF, though the layout may shift slightly to fit the page width.

Will the PDF show who the email was sent to and when?

Yes. The PDF includes the sender's name and email address, the recipient (To field), the date and time the email was sent, and the subject line. This information appears at the top of the PDF. If the email was forwarded or had multiple recipients, all of that information is preserved.

What if my email service doesn't have a print button?

Open the email, then use your computer's keyboard shortcut to print: Ctrl+P on Windows or Command+P on Mac. This opens your system's print dialog even if the email service doesn't have its own print button. From there, change the printer to "Save as PDF" and follow the same steps.

Can I convert multiple emails to PDF at once?

Most email services require you to convert emails one at a time. If you need to save many emails, you can repeat the process for each one, or export your entire mailbox as an archive file (Gmail and Outlook both offer this under Settings) and then convert the archive to PDF using a file converter tool.

Is the PDF file the same size as the original email?

The PDF file is usually larger than the email itself because it includes formatting and layout information. A typical email becomes a PDF of 50 to 200 kilobytes, depending on whether it has images. If the PDF is much larger than expected, check whether images were embedded or attached — those add significant file size.