There are many situations when you may need to convert Outlook PST data into PDF format. Since PDF is a widely accepted, secure, and easy-to-share format, users often look for a reliable way to turn Outlook emails into PDFs. Although several methods exist for this type of migration, choosing the right one can be confusing.

This guide explains practical ways to export Outlook emails to PDF, with or without having Outlook installed, so you can pick the method that best suits your needs.

Why Users Convert Outlook PST Files to PDF?

People export Outlook data to PDF for different reasons. Some of the most common include:

·        PST files cannot be opened without Microsoft Outlook.

·        PDFs are easier to manage and share across different platforms.

·        PDF is a universally compatible format that can be opened on any device, operating system, or software.

·        PDF files support multiple security features such as password protection, watermarks, and digital signatures.

·        PDFs are tamper-proof, making them suitable for legal and official documentation.

Methods to Export Outlook Data to PDF

1. Using Adobe Acrobat Pro

Outlook does not provide a built-in option to save emails directly as PDF. However, Adobe Acrobat Pro offers an Outlook plug-in that allows you to convert emails to PDF. This is a paid tool, but if you have it, you can follow these steps:

1.      Launch Microsoft Outlook.

2.      Go to the Adobe PDF option in the menu bar.

3.      Select the emails you want to export.

4.      From the Adobe PDF tab, click Selected Messages.

5.      Choose Create New PDF from the drop-down list.

6.      Select a destination folder, rename your file if needed, and click Save.

You can also add new emails to an existing PDF using the Append to existing PDF option or automatically archive incoming emails as PDFs.

2. Using Microsoft Print to PDF (Windows 10 and Above)

If you’re using Windows 10 or later along with Outlook 2016 or newer versions, you can use the built-in Print to PDF feature:

1.      Open Outlook and choose the email you want to save.

2.      Go to File > Print.

3.      Under Printer, choose Microsoft Print to PDF.

4.      Click Print.

5.      Select a folder and file name in the save window.

6.      Click Save to generate your PDF.

7.      This creates a PDF copy of the selected email instantly.

Automated Solution: Convert Multiple PST Files to PDF with Attachments

If the above manual methods do not meet your requirements, for example, when you need to convert large or multiple PST files, using a dedicated conversion tool is recommended.
A professional Outlook Converter program can directly convert PST files into PDF format without requiring Outlook to be installed.

Key advantages of using an automated tool:

·        Converts a large number of PST files at once.

·        Works without Outlook or any additional software.

·        Preserves email formatting, metadata, and attachments.

·        Includes customization options for PDF output.

·        Compatible with all Windows versions (32-bit and 64-bit) as well Mac OS.

·        Supports PST files from all Outlook editions, including 2019, 2016, 2013, and earlier.

Software Working Steps to Save Bulk PST Files as PDF with Attachments

Follow the instructions below for a hassle-free and accurate PST to PDF conversion on your Mac:

Step 1: Download and open the PST to PDF Converter tool on your macOS device.

Step 2: On the right panel, choose Add File(s) or Add Folder to load your PST data into the software. Click Next to continue.

Step 3: The software will display all the PST files you added along with checkboxes beside each file. Select only the items you want to convert, or keep everything checked if you wish to export all of them. Click Next to move forward.

Step 4: Go to the Select Saving Options section and choose PDF from the list of available output formats.

Step 5: Adjust any advanced options if needed, such as PDF settings, layout preferences, or attachment handling, and then click Export to start converting.

Step 6: A live progress bar will appear on the screen, showing the status of the ongoing process.

When the conversion finishes, you’ll receive a “Conversion Completed” notification. Press OK, then open the destination folder to check your newly created PDF files.

All converted emails will maintain their original layout, formatting, metadata, and structure, ensuring an accurate representation of the PST content in PDF format. Attachments are preserved as well.

Conclusion

This walkthrough introduced a dependable and easy-to-use solution for converting PST files to PDF on macOS. The recommended tool offers a clean interface, strong performance, and customizable settings that let users tailor the export process to their needs. Its free demo edition also allows you to convert the first 25 items from your PST file to PDF, making it simple to test the software before upgrading.