PDF is short for Portable Document Format. As the name indicated, this is a file format: the structure of a file that tells a program how to display its contents. You can learn more about PDF format here.

Save Emails as PDF comes in two versions: a free Basic plan and a Premium plan. Here is what the Basic plan lets you do: 50 PDF conversions during the trial, 50 TXT conversions during the trial, and 50 HTML conversions during the trial. On the Premium plan, those caps are gone: as many PDF conversions as you need, as many TXT conversions, and as many HTML conversions. Here is what both plans give you: saving emails and attachments to PDFs, merging several emails into a single PDF, page numbers on the PDF pages, exports to PDF, HTML or TXT, and the Google Workspace Add-on. Only the Premium plan gives you PDF Encryption and team management.For more details about the current status, please check our pricing page.

Yes. In the Settings for this conversion window, tick the option Compact format. cloudHQ then removes signatures, quoted text, page breaks and other repeated information from the saved file.

Yes. To encrypt PDFs, just enable the option Encrypt your PDFs with a password in the Settings for this conversion window:

Yes. To merge all emails into one PDF file, choose Merge all emails into one PDF in the Packaging list of the Settings for this conversion window (it can read “conversations” instead of “emails”):

Yes. The PDFs will contain unaltered email messages. Thus, they are admissible as legal documents in courts.

Save Emails as PDF can embed the following attachments into PDF:

1. Excel files
2. MS Word attachments
3. Txt and HTML attachments
4. PDF attachments
5. Image attachments

Detailed instructions on how to download packages by Save Emails as PDF can be found here.

Yes – you can. Detailed instructions on how to share packages by Save Emails as PDF can be found here.

Even though there is no built-in way to export an email to PDF in Gmail, cloudHQ solves this as explained in the following support note How to save and convert a single email to PDF (in Gmail).

This error typically occurs when the system is handling many parallel requests for your account (basically we detected Denial of Service attack).
If you are trying to save large number of emails, then instead saving each one individually, do the following:

1. Create a label with all emails you want to save
2. Run wizard to save all emails in the label

Yes – Save Emails as PDF have a administrative portal which allow admin to: 1) Control end-user jobs 2) Manage end-user downloads and exports 3) Add or remove users 4) control licences.
More instructions how to setup Save Emails as PDF for Teams and admin integration can be found in support note: How to setup Save Emails as PDF for Teams

Certainly! When using cloudHQ’s Save Emails as PDF tool, it efficiently includes any Gmail Notes that are attached to a specific email message in the PDF export. This feature ensures that all your important annotations and additional information added through Gmail Notes are preserved in the PDF, providing a comprehensive and accurate representation of your email content for easy reference and archiving.

The benefits of the workspace add-on include:

1. An admin can install the add-on for all employees, so they don’t have to install the Chrome extension themselves.
2. You can convert emails to PDFs using a mobile phone.
3. You can add emails to an existing PDF file.

However, the workspace add-on does not support exporting an entire email label to PDF or performing other complex exports. For these more advanced PDF conversions of your emails, you will need to use our Chrome extension or our wizard.

To save your emails as PDFs on your mobile phone, you need to download the Save Emails as PDF workspace add-on. Follow the steps outlined in the support note Getting started with Save Emails as PDF workspace add-on (How to save an email as PDF on mobile) for guidance.

“Save Emails as PDF” does work delegated Gmail accounts. To make it working, the primary account holder’s cloudHQ account needs to switch to a password-based authentication method. After this switch, the primary account holder can share the cloudHQ username and password with you securely, enabling you to log in and use the extension under the delegated account.

Here are the steps to follow:

1. The primary account holder installs the cloudHQ Chrome extension and creates a cloudHQ account.
2. The primary account holder should email support@cloudHQ.net so that we can convert the primary account’s cloudHQ authentication method to username and password.
3. The primary account holder should then share the cloudHQ username and password with the delegated user using a secure method.
4. The delegated user should install the cloudHQ Chrome extension. When using the primary account in Gmail, log in to cloudHQ using the provided credentials.

This process should resolve the issue you’re facing and enable you to save emails as PDFs effectively.

For more detailed instructions on using cloudHQ Chrome extensions with delegated accounts, please refer to this support note:
How to Use cloudHQ Chrome Extensions with Delegated Accounts.

I am failing to save just one message in an email chain.
Should you find yourself navigating through a Gmail conversation that consists of multiple email exchanges, yet your intent is purely to preserve a singular email from the entire thread, the process to achieve this is straightforward and user-friendly.
To save just one email from a Gmail conversation, do this:

1. Open the email and click on the 3 dots at the top right corner (see screenshot:
   
2. Choose Save only this message as PDF. Here’s how it looks:
   

How can I consolidate multiple emails into a single PDF and then share it via my smartphone?
To combine and share several emails as one PDF file on an Android or iPhone phone, follow these steps:

1. First, download and install the Save Emails as PDF Google Workspace add-on here: Save Emails as PDF by cloudHQ.
2. Open the app and pick the emails you want to turn into a PDF. For each email, click on the PDF document you want to add (you might have to scroll). Here’s a guide on how to do it: How to Append Email to Existing PDF.
3. Once you’ve added all the emails to your PDF, you can share it. Hit the Share button and select how or where to send your PDF. For tips on sharing, check out: Sharing Your PDF.

This method helps you organize and send out important email information in a tidy PDF format.

To save several emails into a single TXT file, simply choose the Save conversations as Text option, as demonstrated in this screenshot:

Yes – you can save your emails directly to OneDrive, Microsoft 365 OneDrive, Google Drive, Box, or Dropbox. You can also set up an automated task to save emails as soon they appear in a label.
To enable saving emails to your cloud storage, do this:

1. Click on the cloudHQ icon in the upper right corner.
2. Select Enable save to Dropbox, Box, …
3. Toggle (enable) saving to your storage
4. Click on Save and refresh your Gmail

Sure. Save Emails as PDF works on the free Basic plan, and there is also a Premium plan you can pick. Here’s what Basic gives you: the trial covers up to 50 PDF conversions, up to 50 TXT conversions and up to 50 HTML conversions. Premium takes those caps away, so PDF, TXT and HTML conversions are all unlimited. On both plans you get saving of emails and attachments to PDFs, merging of several emails into one PDF, page numbers on the PDF pages, export to PDF, HTML or TXT, and the Google Workspace Add-on. Premium also brings PDF Encryption and team management.For more details about the current status, please check our pricing page.

No, the usage counters do not reset monthly. Usage limits are cumulative, as explained on the pricing page.

This issue is likely caused by Gmail’s conversation view. In conversation view, each row shows a conversation (a group of related emails like replies and forwards), not a single email. If you want to save only individual emails, disable conversation view in Gmail and try the selection again. For steps, see: How to turn the Gmail thread conversation view ON or OFF?

When you save emails, a Settings for this conversion window opens, and Compact format is one of the checkboxes inside it. Tick that box and cloudHQ strips out signatures, quoted text, page breaks and other repeated information, so each file ends up holding the new text of each message. The box stays unticked by default, and cloudHQ remembers what you picked the next time around.

In the Settings for this conversion window you pick the format: PDF, Text or HTML. You also decide here if all emails go into one file or each email gets its own file, and you type a name for the package. Emails can be sorted newest to oldest or the other way round. For the paper format you have A0 to A5, Legal, Letter or Tabloid. Page numbers can be added, email attachments can be embedded inside the file, and you can also make a zip file that holds the attachments. Among the other options are Compact format, a page break after each message, and grouping emails into conversations. A password to encrypt the file comes with paid plans.

Open the email and click the three dots (More) on the message. Select Append only this message to PDF … from the menu. When the Append to PDF window opens, choose one of your recent PDF files from the list, then click Append to PDF. The files in that list are the PDFs you saved with cloudHQ before. Files sitting in your Google Drive don’t show up there. If no PDF has been saved yet, save an email as PDF first and come back to this step.

Yes, you can. Pick the emails you need in your inbox, start a new message, then click the Attach Emails button in the compose window. If you want them as a single PDF file, choose Attach Selected Emails as PDF. If you’d rather have them appear in the body of your message, choose Insert Selected Emails as Inline. Dragging emails into the compose window works too.