In 2024, converting an email into a PDF is straightforward. Whether using Gmail, Yahoo Mail, Outlook, or another platform, saving emails as PDF files ensures that important messages are preserved in a secure, accessible format. 

This capability extends across various devices and operating systems, including Windows, Mac, iPhone, and iPads. Converting emails to PDFs can be useful for archiving important email messages, sharing them as attachments, or incorporating them into documents.

Let's explore the advantages of saving emails as PDFs and cover the steps for popular email clients and devices.

What is a PDF?

A PDF, or portable document format, is a file format developed by Adobe. It preserves the formatting of a document regardless of the device or software it's viewed on. 

PDFs are ideal for sharing and printing documents as they maintain layout, fonts, images, and graphics. This format supports interactive functions like hyperlinks, form fields, and multimedia, making it versatile for various applications. 

It's widely used for documents that require exact content replication for sharing, archiving, or printing.

What are the benefits of saving emails as PDFs?

Exporting emails as a PDF has several benefits.

A PDF file maintains your email layout, fonts, and images, ensuring it looks the same no matter where or how it's viewed. This is crucial for preserving the integrity of important email content.

PDFs are universally compatible, making them easy to Save As, Share, and Print without worrying about formatting issues. Whether it's a legal document or a receipt, saving it as a PDF document ensures it will be readily accessed and used by anyone.

Security is another benefit. PDFs support encryption and password protection when converting emails. This allows you to secure sensitive information. You control who opens, views, or edits the document, adding an extra layer of security to confidential email content.

Converting emails to PDF format is an effective way to archive important messages. PDFs are optimized for storage, easily organized, and searchable, making retrieving information simple.

How to save an email as a PDF

Converting emails as PDFs is a straightforward process. Let’s take a look at the steps for converting an email to PDF on Gmail, Outlook, Yahoo Mail, and Apple Mail on various devices. 

Gmail

To save an email as a PDF in Gmail:

1. Open Gmail: Log into your account and open the email you wish to save as a PDF.
2. Open the email: Click on the email to view its contents.
3. Click the three dots: In the top right corner of the email, find and click the three vertical dots for more options.
4. Select print: Select the "Print" option from the drop-down menu to open the print dialog.
5. Change the destination: In the print dialog, change the destination printer to "Save as PDF."
6. Save the PDF: Click "Save," then choose where to save the file on your computer and what you want to name it.

These steps will convert your Gmail email into a PDF file, preserving its layout and content for easy access and sharing.

Yahoo Mail

To save an email as a PDF in Yahoo Mail:

1. Open Yahoo Mail: Sign in and navigate to the email you want to save.
2. Open the email: Click on the email to fully open it.
3. Click more options: Look for the "More" button, often represented by three dots or a similar symbol, usually at the top or bottom of the email message.
4. Select print: From the options presented, choose "Print." This action opens the print preview dialog.
5. Change destination: In the print preview dialog, find the printer destination option and select "Save as PDF" or a similar PDF option.
6. Save the PDF: Click the "Save" or "Print" button (depending on your browser), then decide where to save the file on your computer and name it accordingly.

These steps will convert your selected Yahoo Mail email into a PDF document, ready for storage, sharing, or printing.

Microsoft Outlook email

To save an email as a PDF in Microsoft Outlook on Windows 10:

1. Open Outlook: Log in to your account and navigate to the inbox.
2. Select the email: Click to open the email you want to save as a PDF.
3. Go to file menu: In the top-left corner, click "File," then select "Print" from the list of options. In the Printer section, select "Microsoft Print to PDF" as the printer.
4. Print to PDF: Click the "Print" button. A dialog box will open asking where you want to save the PDF.
5. Save the file: Choose your desired location, enter a file name, and click "Save."

These steps will convert your selected Outlook email into a PDF document, ready for any purpose you need. Superhuman specializes in Outlook integrations.

Apple Mail

To save an email as a PDF in Apple Mail:

1. Open Apple Mail: Launch the app on your Mac.
2. Select the email: Find and click on the email you wish to save as a PDF.
3. Click the “File” menu: In the top menu bar, select "File," then choose "Export as PDF" from the dropdown menu.
4. Save the PDF: A dialog box will appear. You choose where to save the PDF on your Mac, name the file, and click "Save."

These steps will convert your selected Apple Mail email into a PDF file

Mail app on iPhone

To save an email as a PDF in the Apple Mail app on iOS:

1. Open the Mail App: Launch the Mail app on your iPhone.
2. Select the email: Browse your inbox and tap on the email you want to save as a PDF.
3. Tap the share icon: Look for the share icon, usually located at the bottom of the screen or in the top-right corner. Tap it.
4. Scroll and select 'Print': Scroll down in the share menu until you find the print icon option. Tap it.
5. Use the pinch-to-zoom gesture on the print preview: On the print options screen, use a pinch-to-zoom gesture on the email preview. This will open the email in a PDF view.
6. Tap the share icon again: With the email now displayed as a PDF, tap the share icon once more.
7. Save or share the PDF: You choose where to save and export the PDF (such as in Files) or share it directly from this menu, for example, to Microsoft Word or Adobe Acrobat.

Following these steps will convert your selected email in the Mail app on your Apple iPhone or iPad into a PDF document

Multiple email messages at one time

To save multiple email messages as a PDF at one time, follow these steps:

1. Gather your email: Consolidate the email you wish to save as a PDF. If your email client supports it, create a folder and move all relevant emails into this folder for easier processing.
2. Select your email: Open the folder containing the email. Use the shift key to select multiple emails in sequence or the Ctrl (Cmd on Mac) key to select non-sequential emails.
3. Print options: Right-click on the selected email and look for a "Print" option, or navigate to the "File" menu and select "Print." This action may vary based on your email client.
4. Choose “Microsoft Print to PDF” or equivalent: In the print dialog box, select "Microsoft Print to PDF" as the printer. On Mac, choose "Save as PDF" from the PDF drop-down menu in the lower-left corner of the dialog box.
5. Save the PDF: Click "Print" or "Save." You will be prompted to choose a location to save your PDF file. Name your file and click "Save."

This method will combine the selected email into one PDF document. 

Note that the specific steps may depend on your operating system and email client. Some email clients may require additional software or add-ons to enable bulk email to PDF conversion.

Bottom line

Saving emails as a PDF in 2024 is perfect for archiving, sharing, and securing important messages. 

Whether using Gmail, Yahoo Mail, Outlook, or managing email on devices like iPhones and iPads, the process is straightforward and offers many benefits. 

Superhuman is the fastest email experience ever made. Try Superhuman now and eliminate email anxiety, focus on what matters, and save hours per week.