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Print Outlook PST Emails Explore Best Solution

Published By Mohit Jha
Nimisha Ramesh
Approved By Nimisha Ramesh
Published On July 14th, 2023
Reading Time 7 Minutes Reading

How to print Outlook email is a common question for many Outlook users. Microsoft Outlook is one of the preferred and most popular email applications as it offers a number of unique features tailored to different organizational needs. We are also aware that Microsoft Outlook saves and saves the data in PST file format. However, there may be times when your sensitive data from the PST file needs to be printed out for security reasons. Under such circumstances, the best option is to rely on a trusted third-party tool to handle the need to print Outlook PST emails.

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Have you ever met with such an instance of how to print Outlook email to PDF? If yes, then relax and explore the blog to the fullest! Here, we will elaborate on cost-effective solutions to print Outlook PST files by availing of different advanced settings.

Before moving to the solution, let’s go through the below-described user query,

“I work as a Data Analyst Officer in a reputable organization. A few days ago I received a request from one of my clients to print out some important Outlook emails in a portable format. Since then, I’ve traveled from pillar to pillar to find the best solution to print email from Outlook. Is there a way to print Outlook email to PDF format?”


Best Solutions to Save Microsoft Outlook Emails to PDF File

What Could Be the Reasons Behind Print Outlook PST Emails?

We are familiar with Outlook application which is prone to get corrupt in several ways such as oversized PST file, abrupt termination of Outlook profile, any hardware issues, or due to intrusion of malicious or harmful software that can also harm Outlook data, thereby leading to PST file corruption. Therefore, to mitigate such issues, one can print Outlook emails in a secure file format.

In other situations, if the emails are huge in number, then it is not possible to archive all the email messages, then saving only the required set of sensitive emails in portable file format is always the best option. Apart from that, when it comes to sharing crucial emails with others without giving a chance to modify the content, then it is always important to print Outlook emails. Meanwhile, portable formats allow a user to secure the data in several ways like password protection, application of watermark, or in the case of enabling encryption to the portable document file. Thus, altogether saving Outlook data is one of the secure options to prevent users from changing the data from the original email evidence.

Manual Method to Print Emails from Outlook with Header

Users can print emails in PDF from Outlook manually, but the procedure will permit the conversion of one email at a time. Just follow the steps mentioned below:

  1. In Microsoft Outlook, open the message users want to print in PDF
  2. After that hit on the file tab and select the print option
  3. Now, under the printer, choose MS Print to PDF from the drop-down menu
  4. Hit on print to proceed
  5. In the print output box, browse to the folder where users want to print the PDF file
  6. Give the file a name and hit the print button

Although, one can manually print Outlook emails. However, the manual way is feasible only if there are 5-10 emails.

How to Print Outlook Email to PDF with a Reliable Solution?

This is the best option to use an  advanced PST file-to-PDF converter tool. By using this application users can avail numerous advantages and features such as printing PST emails with data integrity well-maintained, does not pose any file size restriction while converting and printing Outlook emails.  The best part of this application is users can download and install this application on Mac and Windows OS.

One of the highlighted features of this amazing software is the ability to print emails from Outlook to portable files in different naming convention patterns. This includes various patterns such as Subject, Subject+Date(DD-MM-YYYY), From+Subject+Date(YYYY-MM-DD), Auto incremental, and so on. When a user applies any of these patterns to get the resultant file, then one can easily fetch the portable document file based on the subject name, date, etc. Moreover, these naming conventions enable a user to separate Outlook emails into different categories based on the requirement.

Also Know This

For users who need to browse PST data items like contacts, calendars, emails, diaries, tasks, notes, etc. without configuring MS Outlook. In such circumstances, it is best to make use of PST Viewer software.

For users who need to browse PST data items like contacts, calendars, emails, diaries, tasks, notes, etc. without configuring MS Outlook. In such circumstances, it is best to make use of PST Viewer software.

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How Does the Software Work?

  • Download and run the tool and add the file by clicking on the Add File option outlook print email
  • After that, the tool provides several preview modes in the software panel print outlook email
  • Once the emails they need are found, users just need to simply print out Outlook emails.
  • Finally, save the Outlook email printing settings and click the “Export” button to start printing how to print email from outlook

Advanced Features of this Application

Under the Advanced Settings, there are 4 options available. These options are elaborated on below in detail:

1. General Settings: Under this Setting, these options are available

  • Date filter: Here, in this option, you can apply a date filter such as From date and To date for the specific emails that you want to export.

print outlook email to pdf
2. Page Layout: Here in this there are three options available

  • Margins: Through this, you can adjust the top, bottom, left and right margins
  • Paper layout: In this two options available, Landscape and Portrait mode
  • Header and Footer: The user can write the header and footer here.

print an outlook email
3. Attachments: In the Attachment Settings there are three options available

  • Attachment on Pin
  • Append Attachment
  • Save AttachmentsPrint Outlook PST Emails with Attachments

4. Bates Number: In this advanced setting it allows the users to set Bates numbering in the portable file format. You can also apply fonts here.
how to print outlook email to pdf

Time to Conclude

When an Outlook user wants to print Outlook emails, then it is wise to avail of the most trusted automated tool rather than depending on the manual solution. As the manual method only allows a limited set of Outlook emails to print. Therefore, in the case of batch-converting PST files in a portable format, it is the best option to rely on the aforementioned trustworthy tool. In addition to that, it also allows applying different naming convention patterns to the output portable file. Now easily how to print email from Outlook.


Que. Is it possible to print an Outlook email in PDF file format?

Yes, it is possible to print an Outlook email in PDF file format using the utility explained above. It has several beneficial features.

Que. Can I bulk export emails from MS Outlook?

In the post, we have explained two solutions, one is manual and the second is a reliable solution to bulk export emails from Outlook. Users can use any solution according to their needs.

Que. Is it possible to print selected Outlook emails from PST files using the recommended wizard?

Yes, this software only supports printing selected emails from Outlook data files.