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How to Save Email as PDF: The 2025 Guide

The complete guide to archiving your important correspondence instantly.

Saving an email as a PDF is more than just a tech trick; it's a necessity for legal records, expense reports, and offline backups. Unlike taking a screenshot, converting an email to a PDF preserves the text, links, and formatting in a professional document that anyone can open.

Whether you use Gmail, Outlook, or an iPhone, this guide will show you exactly how to turn that message into a permanent portable document file.

How to Save a Gmail Email as PDF

Gmail has a built-in feature to "Print to PDF" that is quick and universally available on all browsers.

  1. Open the Email: Click on the email you wish to save.
  2. Click the 'More' Icon: Look for the three dots (⋮) in the top-right corner of the email container (not the browser window).
  3. Select 'Print': This will open a print dialog preview.
  4. Change Destination: In the print window, change the printer from your physical printer to "Save as PDF".
  5. Save: Click save and choose a location on your computer.
Pro Tip: Removing graphics or background colors in the print settings can make the PDF cleaner and easier to read.

How to Save Outlook Emails as PDF

For Outlook users (both Web and Desktop app), the process relies on the print driver.

Outlook Web (Outlook.com)

  1. Open message > Click the three dots (...) > Select Print.
  2. In the new window, click Print again at the top.
  3. Set destination to "Save as PDF".

Outlook Desktop App

  1. Go to File > Print.
  2. Under "Printer", select "Microsoft Print to PDF".
  3. Click Print. You will be prompted to name your file and choose a save location.

Save Email as PDF on iPhone (iOS)

Your iPhone has a hidden "Print gesture" that instantly converts emails to PDFs.

  1. Open the Mail app and tap the email.
  2. Tap the Reply/Forward button (curved arrow) at the bottom.
  3. Scroll down and tap Print.
  4. The Secret Step: On the "Printer Options" screen, you will see a preview of the document. Pinch outwards (zoom in) on the preview image.
  5. It is now a PDF! Tap the Share icon (top right) and choose "Save to Files".

What to do with your new PDF?

Now that you have your email saved as a PDF, you might need to clean it up.

  • •
    Remove Blank Pages: Printers often add blank pages to emails. Use our Delete Pages Tool to remove them.
  • •
    Private & Secure: Since text emails are sensitive, always avoid uploading them to unauthorized servers. All tools on pdfcanada.ca run locally on your device for maximum privacy.

Why "Print to PDF"?

Most operating systems (Windows, macOS, iOS, Android) treat PDF creation as a type of "printing". By using the print dialog, you trick the computer into "printing" the digital file onto your hard drive instead of a piece of paper.

Questions & Answers

Can I save multiple emails as one PDF?
Directly from Gmail or Outlook, no. You would need to save each email as a PDF individually, and then use a 'Merge PDF' tool to combine them.
Do attachments get saved in the PDF?
No. The 'Print to PDF' function only captures the body of the email. Attachments remain separate files.
Is this secure?
Yes. Using the 'Print to PDF' feature on your computer keeps the data entirely local. No content is sent to any third-party conversion server.

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How do I save an email as PDF?

Gmail/Outlook: Open email → Click three dots → Select 'Print' → Change destination to 'Save as PDF' → Save. iPhone: Open email → Tap Reply → Print → Pinch outward on preview → Share and save.

Quick Steps

  1. 1Open the email in Gmail/Outlook/Mail
  2. 2Select Print
  3. 3Choose 'Save as PDF'
  4. 4Save the file

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