"I have a thousand of emails saved in PST files which I extracted from Outlook 2013. A friend of mine suggested me to convert them into PDF document format due to its security features. I was wondering if there is some solution that will help me in printing Outlook email with attachments to PDF files. If there is any recommended solution then please suggest me at the earliest. "
I read this query (and some other related queries too) in some forum site and decided to find solution to this problem. But before discussing the solutions, first let us get some knowledge about Outlook, PDF and reasons for printing Outlook emails to PDF :
MS Outlook
MS Outlook is a Windows based email client that also manages a user’s contacts list, calendar information, tasks, to do lists, Journal entries & more and it stores all this data consolidated into a single PST file. Although available as a part of MS Office Suite, users can purchase it separately, as a single application too. Additionally, Outlook provides easy synchronization with MS Exchange and SharePoint Servers too.
Adobe PDF
PDF (Portable Document Format) is the creation of Adobe Inc., and is used for presenting documents and other data in such a manner that is independent of software, hardware and operating systems. A PDF document is an open standard that consists of text, images, buttons, hyperlinks, form fields, audios, videos etc. Because PDF’s are not dependent on any software, hardware and operating systems, they appear the same irrespective of device being used of opening and viewing them.
Advantages of PDF Document
Converting a file into PDF immediately it portable and easily usable on multiple apps. There are many other advantages and benefits of using PDF files, as explained below :
- Viewing PDF is free : Acrobat Reader, the application used for viewing PDF documents is absolutely free and is easily available for downloaded.
- Displays Uniform look : Whether you are viewing the PDF document in Mac machine or a PC, it will display the same look as you want it to appear to the other users.
- Its compressible : Another advantage offered by the PDF is its ability to compress the file size without compromising with the quality. Compression of PDF documents makes them easy to upload and share online.
- PDFs are more secure : When compared to other formats, PDFs are considered to be more secure as it offers 40-bit and 128-bit encryption which is hard to crack. Moreover, with password protection, its author can restrict it to be read-only and all other features like copying, editing and even printing being circumscribed.
- Mobile Accessibility : With availability of Adobe Reader on any device, users can easily download and access PDF documents on multiple devices like desktop PCs, Laptops, Mobiles, Tabs, iPhones etc., with same features and functionalities.
Print PDF from Outlook – Manual Process
Using manual techniques will allow you to print Outlook emails to PDF. The complete process is explained below as :
- Install Outlook 2010 and above edition and configure it properly.
- Download and install Adobe Acrobat
- Now Open Outlook
- On the Menu Bar, a new Icon “Adobe PDF” will appear
( - When you click on this icon, multiple tabs will appear. On the first tab “Convert” two sections will appear:
- Selected Messages : convert single email as PDF, one by one. To use this option, click on selected messages, from two options “create new” and “append to existing”, select the appropriate one. Right click on a particular message, click on “ Convert to Adobe PDF”, give name and click on Save button.
- Convert Folders : convert all Outlook emails as a single PDF, at once. TO use this option, first save all emails in a folder. Click on “Convert Folder” tab, select the folder, give name and click on Save. A PDF file will be created including all the Outlook messages. When opened in Acrobat Reader, all the messages will appear as emails (as they were appearing in Outlook) with attachments appearing as hyperlinks.
As explained above, using manual technique will require both Outlook and Adobe Acrobat to be installed on the machine and will not work in their absence. So what to do when a user only has PST files and nothing else?
Print Multiple Outlook Email with Attachments to PDF at Once with Alternative Solution
So you have PST files and you want to convert them into PDF documents, but don’t want to install Outlook ? You can use a third party tool that will help you in printing multiple Outlook emails with attachments to PDF format. PST to PDF Converter is an advance utility that will provide you 100% secure, precise and efficient solution. The software supports conversion of both ANSI and UNICODE PST files and works without Outlook installation. It has a simple GUI which makes it easy to use for everyone to print multiple outlook email with attachments to PDF. Batch option offered by the software is another feature of the software which makes the entire process a timely and effortless job.
With PST to PDF Converter, users get the multiple saving options, which are as follows :
- Saving PDF :
- Save separated PDF for each email
- Save all emails in single PDF
- Saving Attachments :
- Embed Attachments in PDF
- Save attachments in Separated Folder
Conclusion
With PST to PDF Converter, users have the best of solution for printing multiple Outlook email with attachments to PDF along with all the email properties and formatting. It is one of the finest applications that I have used and can proudly recommend to others too. You can first start with using its trial edition which is absolutely free and it supports to print first 20 emails from PST to PDF.