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.
WHY PDF?
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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