Emails often contain important information: purchase receipts, travel confirmations, customer support conversations, or legal notices. Inboxes, however, are not designed for long-term storage. That’s why many users choose to save an email as a PDF: easy to store, share, and use.
In this guide, you’ll learn how to create a PDF from an email on Windows, macOS, Android, and iOS, using popular services like Gmail, Outlook, iCloud, and Yahoo. We’ll also cover how to export entire email threads, how to convert emails without printing, and when to use PDF vs EML files.
Why save an email as a PDF?
You should save an email as a PDF, so you have a secure, shareable, and long-term copy that won’t disappear from your inbox.
Saving emails as PDFs is useful when you need to:
Archive email confirmations for payments and more
Keep proof of any important communication – business and personal
Store legal or contractual correspondence
Share important emails with colleagues, accountants, or lawyers
Organize project discussions outside your inbox
Unlike emails stored in your account, PDFs can be backed up, indexed, and accessed anytime, even without internet access.
How to Save an Email as a PDF on Windows and macOS
On desktop computers, the easiest way to convert an email to PDF is through the built-in print function. Most browsers and email clients support “Print to PDF.”
Gmail (Web Version)
Open the email you want to export.
Click Print in the top-right corner.
Select Save as PDF as the destination.
Click Save.
Microsoft Outlook (Web Version)
Open the message.
Click Print in the toolbar.
Choose Save as PDF.
Save the file to your device.
iCloud Mail (Web Version)
Open the email.
Click More actions → Print.
Select Save as PDF.
Confirm and choose Save.
Yahoo Mail (Web Version)
Open the email.
Click Print.
Choose Save as PDF.
Save the document.
This works in Chrome, Edge, Safari, and Firefox and is one of the fastest ways to print email to PDF.
How to save an email as a PDF on Android
Android devices use the system print feature to export emails as PDFs.
Gmail (Android App)
Open the email.
Tap More (three dots).
Tap Print.
Choose Save as PDF.
Tap the PDF icon.
Microsoft Outlook (Android App)
Open the message you want to convert to PDF
Tap More.
Tap Print.
Choose Save as PDF.
Save the file.
Yahoo Mail (Android App)
Open the email.
Tap More.
Select Print.
Choose Save as PDF.
Download.
How to save an email as a PDF on iPhone and iPad (iOS)
Apple devices use the Share Sheet and print preview to create PDFs.
Gmail (iOS App)
Open the email.
Tap More.
Choose Print all.
Tap Share.
Select Save to Files.
Microsoft Outlook (iOS App)
Open the message.
Tap More.
Select Print Conversation.
Tap Share.
Tap Save to Files.
iCloud Mail (iOS App)
Open the email.
Tap More options.
Select Print.
Tap Share.
Tap Save to Files.
Yahoo Mail (iOS App)
Open the email.
Tap More.
Choose Print or share.
Tap Save to Files.
This allows you to save an email as a PDF on iPhone or iPad without using a computer.
How to save an email thread or chain as a PDF
Sometimes, a single message isn’t enough. You may need to save an entire conversation for legal, business, or project documentation.
In outlook (desktop)
Hold CTRL or SHIFT to select multiple emails.
Click Print.
Choose Save as PDF.
Export all messages together.
In Gmail
Open the conversation view.
Use the Print option for the full thread.
Save as PDF.
Saving an email chain as a PDF keeps the context of the discussion and makes it easier to reference later.
How to save an email as a PDF without printing
Although the process uses the “Print” function, no physical printer is involved.
“Save as PDF” is a virtual printer that converts your email into a digital document.
You can save emails without printing by:
Using built-in “Export” options (where available)
Using professional PDF tools
Using dedicated email-to-PDF converters
Software like MobiPDF allows you to convert email files and manage PDFs without relying on browser printing.
PDF vs EML: what is the difference and when to use each
When saving emails, you’ll usually see two main formats: PDF and EML.
Best for:
Sharing
Archiving
Legal documentation
Long-term storage
Advantages:
Opens on any device
Preserves layout
Easy to annotate and secure
Cannot be easily edited
EML
Best for:
Technical backups
Email migration
Importing into other clients
Advantages:
Contains full email data
Preserves headers and metadata
Can be reopened in email programs
If your goal is proof, sharing, or documentation, PDF is usually the better choice. EML is mainly for technical or backup purposes.
Frequently asked questions
Can you save an email as a PDF and keep the original formatting and attachments?
Yes. When you export an email as a PDF, most clients preserve layout, fonts, and images. Attachments are usually not embedded but can be downloaded separately and added later if needed.
What is the easiest way to turn an email into a PDF on desktop and mobile devices?
The easiest method is using the built-in Print → Save as PDF option. It works on Windows, Mac, Android, and iOS and requires no additional software.
Why does “Save as PDF” appear when printing an email and what does it mean?
“Save as PDF” is a virtual printer. Instead of sending data to a physical printer, it converts your email into a downloadable PDF file.
Is there a difference between saving an email as a PDF and downloading it as an email file?
Yes. PDFs are designed for viewing and sharing, while email files (like EML) are meant for reopening in mail programs. PDFs are more suitable for documentation and archiving.
Can you save an email as a PDF on your phone without using a computer?
Yes. Both Android and iOS devices support exporting emails to PDF through the Share or Print menu, allowing you to convert email to PDF directly on your phone.
Unlock more possibilities with your email PDFs
Saving an email as a PDF is only the first step. Once you’ve exported your messages, you can organize, edit, protect, and share them more effectively.
With tools like MobiPDF, you can:
Edit and annotate email PDFs
Combine multiple messages into one file
Compress and secure documents
Convert EML files to PDF when needed
Have security for your PDF files
Start exporting your emails as PDFs today and build a clean, reliable archive you can trust.
