The fastest way to save an email as a PDF
Most email programs let you save a message as a PDF directly from the print menu. Open the email you want to save, click File or the three-dot menu icon, select Print, then choose Save as PDF from the printer dropdown. Click Save, pick where you want the file to go, name it, and you're done. The whole process takes about 30 seconds.
This method works in Gmail, Outlook, Yahoo Mail, and most other email services because it uses your computer's built-in PDF printer rather than relying on the email program itself. That means you don't need special software or browser extensions — your computer already has what you need.
If you use a phone or tablet instead of a computer, the steps are slightly different depending on whether you have an iPhone, Android device, or iPad. We cover those separately below.
Key Takeaways
- The print-to-PDF method works in every email program and takes about 30 seconds from start to finish.
- Gmail, Outlook, and Yahoo Mail all have this option built in — you do not need to install anything extra.
- The PDF will include the email subject, sender, date, and all text and images in the message.
- On phones and tablets, you may need to use your email app's share menu or download the message first before converting it.
How to save an email as a PDF in Gmail
Open the email message you want to save. At the top right of the message, click the three-dot menu icon (it looks like three vertical dots). A dropdown menu will appear with several options.
Click Print from that menu. Your browser will open the print preview window. At the top left, you will see a dropdown that says Destination — this is where the printer choice lives. Click on it and select Save as PDF instead of a physical printer. The preview on the right side will show you what the PDF will look like.
Click the blue Save button at the bottom left. Your computer will ask you where to save the file and what to name it. Choose a folder (your Downloads folder is fine), type a name for the PDF, and click Save again. The email is now a PDF file on your computer.
How to save an email as a PDF in Outlook
Open the email message. At the top of the window, click File in the menu bar. A sidebar will open on the left side showing several options.
Click Print from that list. The print preview window will open. Look for the dropdown that says Printer near the top. Click it and select Print to PDF or Microsoft Print to PDF — the exact name depends on your version of Windows or Mac.
Click the Print button. A save dialog will pop up asking where you want the file and what to call it. Pick your location, type a name, and click Save. The email is now a PDF.
How to save an email as a PDF in Yahoo Mail and other web-based email
Open the email message. Look for a menu icon — this is usually three dots or three horizontal lines (called a hamburger menu) near the top right of the message. Click it.
Select Print from the menu that appears. Your browser's print window will open. Find the Destination dropdown and click it, then choose Save as PDF. Review the preview to make sure the email looks right, then click Save. Name the file and choose where to save it.
If you do not see a print option in the menu, try right-clicking directly on the email message itself. A context menu will appear with a Print option you can use instead.
Saving emails as PDFs on your phone or tablet
On an iPhone, open the email in the Mail app, then tap the arrow pointing up and to the right (the share button) at the bottom of the screen. Scroll down through the options and tap Print. Pinch the preview with two fingers to zoom out and see the full page. At the top left, tap Share, then choose Save to Files or Save to Photos depending on where you want it. The email will be saved as a PDF.
On Android, open the email in Gmail or your email app and tap the three-dot menu. Select Print, then tap the dropdown that says Save as PDF instead of choosing a printer. Tap Save and choose a folder on your phone. The PDF will appear in your Downloads or Files app.
On iPad, the process is the same as iPhone — use the share button, select Print, pinch to zoom out, then tap Share and choose where to save the file.
What the PDF will include and what it will not
The PDF will contain the email subject line, the sender's name and email address, the date and time the message was sent, and all the text in the body of the email. Any images, links, or attachments that are displayed inside the email message will also appear in the PDF.
The PDF will not include file attachments that were sent with the email — those remain as separate files. If you need to save an attachment, you have to download it separately from the email. The PDF also will not include the full email header (the technical information about which servers the message passed through), though most people do not need that information.
If the email is very long and spans multiple pages, the PDF will include all of them. You can open the PDF in any PDF reader — Adobe Reader, Preview on Mac, or your web browser — and print it, share it, or store it however you need.
Troubleshooting common problems
If you click Print and do not see Save as PDF as an option, your computer may not have the PDF printer installed. On Windows, go to Settings > Devices > Printers & scanners and look for "Microsoft Print to PDF" in the list. If it is not there, restart your computer — Windows will usually install it automatically. On Mac, the PDF option is built in and should always be available in the print menu.
If the email looks cut off or the formatting looks wrong in the preview, try adjusting the margins or page orientation before you save. In the print window, look for options labeled Margins or Orientation and change them to Narrow or Landscape to fit more content on the page.
If you are trying to save an email from a work account and the print option is grayed out or missing, your IT department may have restricted it for security reasons. Contact them to ask whether you can save emails as PDFs, or ask them to show you the approved way to do it.
Frequently Asked Questions
Can I save multiple emails as one PDF?
Most email programs do not have a built-in option to combine multiple emails into a single PDF. You would need to save each email as its own PDF, then use a PDF tool to merge them together. Some PDF readers like Adobe Acrobat have a merge feature, or you can use free online PDF mergers — search for "merge PDF files" to find options.
Will the PDF look exactly like the email?
The PDF will look very similar to the email, but some formatting may change slightly depending on your email program and browser. Colors, fonts, and spacing usually stay the same, but very wide images or tables might be resized to fit the page. Check the print preview before you save to see how it will look.
What if I want to save just part of an email?
You can highlight the text you want to keep, copy it, paste it into a document like Word or Google Docs, then save that document as a PDF instead. This gives you more control over what gets included and how it is formatted.
Can I password-protect the PDF after I save it?
Not directly from the email program, but you can open the PDF in Adobe Reader or another PDF editor and add password protection there. Some free PDF tools online also let you upload a PDF and add a password to it.
Is there a way to automatically save all incoming emails as PDFs?
Most email programs do not have this feature built in. If you need to archive emails regularly, consider using your email program's export or backup feature instead, which saves messages in a format your email program can read later. For automatic archiving, you may need to use a third-party tool or contact your email provider about their archiving options.