How to save all messages in an Outlook folder (and subfolders) to PDF

To learn more about Save Outlook Emails as PDF by cloudHQ, visit the Save Outlook Emails as PDF website.
To install the extension, choose from the links below:

The dashboard is here: Save Outlook Emails as PDF – Dashboard

  1. Introduction
  2. Use Cases
  3. Prerequisites
  4. Save multiple Outlook emails or a folder as PDF steps
  5. Next Steps

Introduction

This guide shows you how to save and convert several Outlook emails at once, or a whole Outlook folder, into a PDF file.

You do this right inside Outlook on the web, using the Save Outlook Emails as PDF by cloudHQ browser extension. You select the emails, or pick a folder, choose your options, and cloudHQ does the rest. You can save each email as its own file, or merge them all into one PDF, and your files keep the original formatting, headers, images, and attachments.

Use Cases

Save multiple Outlook emails or a whole folder as PDF when you want one clean and permanent record that you can keep, archive, or hand off to someone else, and use cloudHQ to do it in a few clicks without losing the formatting, headers, or attachments.

People often save many emails at once to:

  • Archive all the emails from a finished project in one place.
  • Keep a complete record of a transaction or a client case.
  • Package a set of emails to send to a lawyer or an accountant.
  • Back up an important folder so it is safe outside the inbox.

Prerequisites

Before you start, please make sure of the following:

  • Use Google Chrome or Microsoft Edge. You need to open your Outlook email in one of these browsers. This works with both personal Outlook.com accounts and work or school Microsoft 365 accounts on Outlook on the web.
  • Install the Save Outlook Emails as PDF by cloudHQ extension. Open your browser extension store and check if the extension is already installed. If it is not installed yet, add it from your browser store. For Microsoft Edge, use the Microsoft Edge Add-ons store. For Google Chrome, open save-outlook-emails-as-pdf.com and click Get Started, which opens the Chrome Web Store page for the extension. After you install it, reload your Outlook tab.

Note: You need to open your Outlook email in Google Chrome or Microsoft Edge. If you use the Outlook desktop app and you cannot open your email in a browser, this method will not work for you. In that case, please use the wizard instead. See How to back up or save an Outlook folder (or your entire mailbox) to a PDF document using the wizard.

Save multiple Outlook emails or a folder as PDF steps

Follow these steps to save several emails at once, or a whole folder, as PDF:

  1. Open your Outlook inbox in Google Chrome or Microsoft Edge and sign in to your account.
  2. Select the emails you want to save. To select more than one, point to each email in your message list and click the circle that appears, or hold the Ctrl key (Cmd on a Mac) and click each email.
  3. After your emails are selected, click the cloudHQ Save to PDF button in the Outlook toolbar. It is on the Home tab, after the Reply and Forward buttons.

  4. If you want to save a whole folder instead, right-click the folder in the Outlook left panel and choose Save folder as PDF from the menu. This saves all the emails in that folder. This option is available on your Inbox and on your own folders.
  5. cloudHQ shows the save options. Here you can choose the format (PDF, HTML, TXT, or EML), choose to merge all emails into one file or save each email as a separate file, include attachments, add a page break after each conversation, and protect the file with a password. Select the options you want, then click the button to start.
  6. If you selected a large number of emails, the export can take a while. You do not need to keep your computer (PC or Mac) on while we convert your emails. We send you an email as soon as the export is finished.

Next Steps

Here are a few things you can do next:

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