Exporting emails as PDFs has become an essential feature for many email users. It provides an easy way to save important emails for future reference, share them with others, or print them out for hard copies.
With the increasing importance of digital communication, the ability to export emails as PDFs has become a valuable tool for both personal and professional use.
One of the main reasons you may choose to export emails as PDF is for legal purposes. Emails can be used as legal evidence in court. Exporting emails as PDF ensures that the content of the email remains unchanged and can be presented as evidence in court.
PDF is a stable file format that can be used for long-term archiving of important emails. Exporting emails as PDF ensures that the content of the email remains intact and can be accessed at any time in the future.
In this blogpost I will show you how you can export your emails using an addin for Microsoft Outlook called QuickFile.
How to convert your email to PDF
Download and install QuickFile for Outlook. A free trial for 30 days is available- no credit card required.
Please Note: The save your email as PDF feature is only available in the Ultimate version of QuickFile. During your trial set-up select QuickFile Ultimate Edition to use the feature.
Select the email you want to export as PDF and navigate to the QuickFile tab on your Outlook ribbon. You can also choose to export all emails in a folder as well.
Click QuickFile > More > Export E-mails.
You can choose to export only selected emails or emails in a folder.
For the purpose of this tutorial, we will select the PDF Portfolio option as the format. You can export multiple emails to a PDF Portfolio file. The attachments will also be easily accessible in the same file. QuickFile even creates a clickable table of contents.
When exporting emails as PDF, attachments are not embedded in the same file but are saved to and linked from a folder. In most cases, PDF Portfolio is a better alternative.
You can also select the Store/PST format (this file format is used by Microsoft programs to store items like calendar events, contacts, and email messages).
Click the ellipses button (…) and select the location where you want to store the PDF and give a name to your file.
After the export is completed successfully, you will receive the following notification.
Get QuickFile for Outlook
In addition to enabling easy conversion of emails to PDF format, QuickFile provides a seamless solution for organizing incoming and outgoing emails effortlessly.
With just a simple click, QuickFile allows you to save your emails directly into the appropriate folders and subfolders, ensuring that your inbox stays clutter-free and messages are neatly categorized.
What sets QuickFile apart is its ability to learn your filing habits. As you continue to use the tool, it quickly adapts and starts predicting the most suitable locations for filing your emails, saving you time and effort in manual organization.
Furthermore, QuickFile offers the option to defer or snooze emails. This means you can temporarily remove emails from your inbox and have them resurface at a more convenient time, ensuring that your main focus remains on priority messages.
Whether you’re a lawyer, accountant, educator, or part of a government agency, QuickFile is a valuable tool for simplifying email filing. It is particularly beneficial for professionals who deal with a large volume of emails on a regular basis.
To purchase volume licenses, contact email@example.com.
Image by senivpetro on Freepik