How to Save an Email as a PDF Step-by-Step

Ever wondered how to save an email as a PDF file so you can delete messages? This guide will teach you to save an email as PDF and perform other inbox organization tasks with Clean Email .

Why Save Emails as PDF?

• Document Preservation: An email saved as a PDF remains accessible even if your mail service provider or messages are no longer available.
• Offline Access: Even if you know how to backup emails, there are times when you may need to access the information without an internet connection.
• Easy Sharing: Saving an email as a PDF makes it easy to share with others because it is a standard file format that can be opened on virtually any device. You can attach email messages as PDFs to share with anyone.
• Reduced Clutter: When you save emails to PDF, you can delete the messages and declutter your inbox.
• Printing Convenience: If you need a hard copy of a letter for record-keeping or other purposes, saving it to a PDF simplifies the printing process.

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How to Save Emails as PDF

Saving electronic letters to documents involves fairly similar steps across all platforms. However, since there are some variations, we have broken down how to save email as PDF based on your preferred mail client: Gmail, Outlook, Yahoo, Apple Mail, and mobile devices.

💡 Note: These methods work for both Windows and MacOS devices, with some small variations in the final dialog box.

How to save a Gmail email as a PDF

1. Access your inbox at https://mail.google.com/.
2. Scroll and click to open the desired letter.
3. Click on More (three dots) in the upper right corner (next to Reply).
4. Select Print.

How to save Outlook email as PDF

1. Open the Outlook web app.
2. Locate and click on the desired message.
3. Click More Actions (three dots) in the top right corner of the letter.
4. Select Print.

How to save Yahoo email as PDF

1. Login at https://mail.yahoo.com/.
2. Click and open the email you want to download.
3. Click on More options (three dots) and choose Print message. Or simply press P .

How to save emails to PDF in Apple Mail

1. Open Apple Mail from your MacOS device.
2. Click on the letter to open it.
3. Press Command + P on your keyboard to print.
4. When the print dialog box opens up, select the dropdown in the bottom left corner.
5. Choose Save as PDF.

Another option is to open File menu and choose Export as PDF. Then choose a destination folder and press Save.

How to save email as PDF on Android

1. Open the Gmail app* on your phone.
2. Tap on the email you plan to save as PDF.
3. Tap More (three dots) in the upper right corner.
4. Tap on Print.
5. At the top, tap Select a Printer, then choose Save as PDF.
6. Tap the PDF icon that appears in the top right to download the file.
7. Name the file and choose where to keep it, then tap Save.

How to save email as PDF on iPhone

1. Launch your preferred mailing app and open the desired message.
2. Tap the Options button.
3. Select Print or Print all to open the preview.
4. At the top right, tap the Share icon, then choose Save to Files.

Manage Your Inbox Effectively with Clean Email

Knowing how to turn email into PDF is one of many email hacks that can help you maintain a more organized inbox. However, no amount of hacks can compare to the features offered by the mailbox management app Clean Email, which is available for mobile and desktop devices.

For instance, you can program automations that organize or remove messages with the Auto Clean tool. All you have to do is specify information about the messages, such as the sender, size, or read status, and then select what action you want Clean Email to take. This makes it easy to set up folders that remind you to export email as PDF, or program an automated rule that removes messages in the “Printed” folder after 30 days.

Smart Folders is another handy feature that could benefit you if you’re trying to save emails to PDF. This tool packages your messages up into bundles based on commonalities the messages share, like “financial statements” or “online shopping messages.” From here, you can pull up entire mail chains and star them so you remember to print email to PDF later. (Unfortunately, Clean Email can’t help you print messages.)

Meanwhile, the Unsubscriber tool makes it easy to remove your address from certain subscription-based messages. Within the tool, you can view all of the “subscription” messages you receive and choose any number of them to unsubscribe from. Clean Email takes care of the rest.

Other key features include Cleaning Suggestions, which offers quick actions you can take, Screener, which intercepts messages from unrecognized addresses and places them in a separate folder you can visit, and many other tools designed to help you maintain a clean and organized inbox.

As a Google-verified software company, you can trust Clean Email. The app doesn't analyze, collect, or sell your data. Everything stays safe, encrypted, and private.

Wrap-up

As you have learned, saving emails as PDFs is a straightforward process once you get the basics down. This handy hack is a great way to reduce the amount of clutter in your mailbox, and it can also help you share messages with others. Just remember that this tip alone isn’t a complete solution for mailbox management; you need an inbox management app like Clean Email to help as well.