How to Export Outlook Email to PDF Manually

What is Microsoft Outlook?

Microsoft Outlook is the Microsoft Office’s foremost messaging client for Internet and Microsoft Exchange Server. Microsoft Outlook allows users to connect with other users by providing options such as email, group scheduling, telephone, etc. It provides features like calendar, email, task management, scheduling features and journalizing and that too in a single application. Microsoft Outlook is a crucial in almost every organization not because it is a stable email client but because it has other features such as contact talents, tasks and calendaring to name a few. A normal organization would connect Outlook to an exchange server and that will allow everyone to share calendars and address book. Microsoft Outlook is mainly built around various functions like MS word, Excel and PowerPoint.

Now the problem with Microsoft Outlook is that it crashes when the user tries to search emails. And this problem is very common in Outlook causing users plenty of trouble and there is no readymade solution for this problem. Now user can either switch to a new email client or they convert their Outlook files into some other format.

Switching to a new client means they have to configure and repeat the lengthy process of setting up a new email account. So, the ideal way is to convert Outlook files into other popular format.


Everyone uses PDF but they might not know the importance of PDF file but be it government and business organizations, you will find Adobe Reader in every computer and it is slowly becoming a standard format between consumers and government organizations. PDF is easy, you can convert content into PDF, plus from the inception PDF files they were free to view and edit. PDF files are portable, Portable Document Format you can get it by its name that PDF files are portable which means PDF works equally on every Operating System be it Windows, Linux, Mac OS X, Android, UNIX and on any other operating system. PDF files are secure.

Before converting Outlook files the user must get the files and for this the user must know the location of files:

Windows XP: C:\Documents and Settings\ \Local Settings\Application Data\Microsoft\Outlook\

Windows 7 or Vista:  C:\Users\ \AppData\Local\Microsoft Outlook

Users can also convert their Outlook files into PDF by the manual process and the steps are given below:

  • Open Microsoft Outlook and choose any Outlook file
  • Now go to the file menu and click on Save As and save the file in .html format
  • Select the .pdf file and save the file in PDF 
  • Open this saved file in Microsoft Word, go to the file menu of MS Word, click on Save As
  •  Select the .pdf file and save the file in PDF

Well this process is not risk proof and it has its limitations like you cannot convert attachments with this method. This manual method is not recommended because it has many cons.

After you have located your Outlook files now it is time to convert your Outlook files into PDF and it can be done only with the help of external software as there is a method you can convert your Outlook files into PDF but this method is slow and outdated. This method is limited and only works when the user has to convert few files and it is risky because there is a chance of data loss. User does not have worry as they can use this external software which will convert Outlook email to PDF, Outlook to PDF converter. This software is simple to use and provides single, multiple conversion option, maintains folder/sub-folder structure, also runs on each Windows Operating System.

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