How to Save Email as a PDF File

Keep those emails as documents for future use

By
Michael Archambault
Michael Archambault
Michael Archambault
Writer
  • New York Institute of Technology
Michael Archambault is a technology writer and digital media specialist. His work has appeared in Mobile Nations, Amazon’s Digital Photography Review, PetaPixel, and other outlets.
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Updated on May 28, 2021

This article explains how to save emails from the most popular services to PDF files for later use in Windows, Mac, Android, and iOS.

What Is a PDF File?

A PDF is a file format created by Adobe; it stands for Portable Document Format. It was created to allow individuals to save and exchange documents without worrying about compatibility.

Most operating systems, such as Windows and macOS, can open PDF files, meaning that you don't need additional software. As such, the PDF standard is an excellent way to save documents that you may need to open or share down the road.

Laptop in cafe displaying folder full of PDF files
Drew Rae / Pexels

How to Print an Email

Before you can save an email to the PDF format, you must know how to print an email. If you are familiar with printing emails, skip this section. Otherwise, look below for instructions on the common email websites and programs available.

Using the Print as PDF Function

The latest versions of Windows, macOS, iOS, and Android allow you to create a PDF using the print function on your device.

You will be using the standard Print function on your device, making a few changes so that the result is a virtually printed PDF document—not a physical document.

Follow the steps below for your operating system to print a PDF document.

Print to PDF: Windows 10 and Windows 8

Follow these instructions to use Microsoft's Print to PDF function on Windows 10 and Windows 8 computers.

  1. Print a document as instructed in the How to Print an Email section, above.

  2. When prompted to select your Printer, select Microsoft Print to PDF.

    Print to PDF in Windows 10 / Windows 8

  3. When you select Print, you are asked for a location to save your PDF document.

  4. Your PDF is now saved.

Print to PDF: macOS

Follow these instructions to use Apple's Save as PDF function in the latest versions of macOS.

  1. Proceed to print a document as instructed in the How to Print an Email section, above.

  2. When the Print window displays, click the PDF button in the lower-right corner, then select Save as PDF.

    Print to PDF in macOS

  3. You are asked for a location to save your PDF document.

  4. Your PDF is now saved.

Print to PDF: Android

Follow these instructions to use Google's Save as PDF function in the latest versions of Android.

  1. Proceed to print a document as instructed in the How to Print an Email section.

  2. When prompted to select your Printer, select the Save as PDF option.

    Print to PDF in Android

  3. When you tap the Print button, you are asked for a location to save your PDF document.

  4. Your PDF is now saved.

Print to PDF: iPhone and iPad

Follow these instructions to use Apple's Share function in the latest versions of iOS.

  1. Proceed to print a document as instructed in the How to Print an Email section, above.

  2. When the Printer Options window displays, use your fingers to pinch out on the preview of the first page.

  3. Tap the Share button (box with an upward arrow) in the upper-right corner, then select the program you want to save your PDF.

    Print to PDF on iOS

  4. Your PDF is now saved.

Managing and Editing PDF Documents

After printing your email to a PDF file, you can store it on your device for archiving. You can also make changes and edits to your document. Be sure to check out our complete PDF guide to learn how to edit, convert, and secure your files. You can also physically print your PDF documents if you wish using the standard Print function on your device.

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