How to Change Outlook Data File to PDF? – Easy Tips & Tricks

pst to pdf

Nowadays, a lot of users are using Microsoft Outlook email clients for personal as well as professional use. Due to some critical reasons, users need to know how to change Outlook data file format to PDF format with attachments. Through this article, we will discuss the reliable and third-party solution to save Outlook data file format to PDF file format without any data loss.

Some Related Queries

I have saved Outlook emails on my computer machine but now I need to perform the process to save those emails into PDF document format so that I can manage all Outlook emails on the other external devices. Is there any method available through which I can do?”

Can I convert PST files to PDF file format? I am having a lot of Outlook emails that including some important email files. So, please provide that method which is easy to perform, and can I convert my all Outlook data files into secured PDF file format without any data loss.”

Explanation of File Format (Extension)

What is a PST File?

PST is a personal storage table file is Microsoft Outlook data file that saves a user’s Outlook POP3, IMAP, and web-based mail accounts, including all the mail folders and the items within the folders such as emails, email attachments, contacts, and more.

What is a PDF File?

PDF is a portable document format, It is the most widely used document format to archive and share data. The PDF file format is the most secured file format. It represents documents contain text, images, and graphics.  It is generated by Adobe Acrobat or any other PDF supported application. PDF is a standalone and independent application and is commonly used to store files and documents in a standard format. It is a secured and useful format, one can only read the PDF file because it is protected with user and owner passwords.

Reasons & Requirement to Save Outlook Mailbox to PDF Format

Following are some of the benefits to convert Outlook PST to PDF format:

  • The PDF files establish the documents in an electronic format that is free of hardware, software, and the operating system.
  • The PDF is a free application as compared with Microsoft Outlook.
  • PDF files are safe and secure when protected with user and owner passwords.
  • These files can be compressed so that it can be shared online.
  • The security settings of these files can be changed so as to prohibit users from editing, printing, etc.

Manually Converting PST Files to PDF File Format

There are various free manual solutions available for the user query “how to change Outlook data file format to PDF”, but due to the high chances of data loss and corruption, these methods are not used by many users. The manual methods include technical steps, which becomes difficult for non-technical users to follow them. Moreover, users find conversion solutions that are easy and simple to perform and also give 100% successful results.

Important Note: Before starting the free manual method, you need to backup all Outlook emails in your safe location. Because during the process it highly risks data loss and damages.

Now follow the step-by-step process:

Step 1. Run MS Outlook email app

Step 2. Select the Email that you want to save as PDF, now go to File Menu >> Save As>> and then save it in the .html format.

Step 3. After that, open that .html file and right-click on it. Then, select “Open With” and open the file, MS Word.

Step 4. Now, from the File menu bar >> Press the Save as option >> and then select a .pdf format to save the data as a PDF document.

Drawbacks & Limitations of Manual Method –

The free manual method looks easy for performing but, it will turn out to be a complex method for those who are not from the technical field. Lots of Technical Knowledge is required to convert Outlook data file format to PDF document. It is also a time-taking solution because the process has not the capability to access Outlook mailbox to PDF in a bulk with attachments, it is a simple one-by-one process and can be useful where there are few files accessible for conversion. Also, data loss chances are involved in a manual solution. So, it would be better for all users to go for cost-effective and reliable professional tool i.e. CubexSoft PST to PDF Converter Tool.

  • The time-consuming process to perform the manual conversion process.
  • Required deep technical knowledge to perform this process.
  • Adobe Reader & Microsoft Outlook installation is compulsory to perform the process.
  • The bulk migration process is not allowed.
  • Chances of data loss and damage

As the above free solution is tough and complex to perform and lengthy process; so users can opt an automated software such as PST to PDF Converter software that allows to export all emails form Outlook to PDF file format without Outlook. With this software, it becomes very easy to know how to change Outlook data file to PDF format without any file size limit or data loss. And, also helps to keep folder hierarchy intact during Outlook to PDF migration.

Why Choose CubexSoft PST to PDF Converter Software?

Grab the best all-in-one Outlook Converter software – it is one of the best converter tools that was researched by many professional’s experts. It can smoothly and quickly export the Outlook PST folders to PDF document format along with email properties, attachments, and formatting. For moving multiple of Outlook PST files to PDF in a single process, this software offers a batch feature. Moreover, it is not only support PDF format, it also supports various file format such as; MBOX, EML, NSF, MSG, EMLX, DOC, HTML, RTF, ICS, CSV, Office 365, Gmail, G Suite, Exchange Server, Hosted Exchange Server, Yahoo Mail, IMAP, and etc. This software is a complete windows based utility so you can benefit to open this software on any Windows version including Windows 10. And, also no need to install any other supportive email application for the process.

Benefits of the Software

  • Allows to open all Outlook PST files to PDF document format.
  • The tool gives Dual Mode: Export Single File & Export Multiple Files for exporting.
  • Allows to convert all attachments into PDF file format.
  • Available advanced filtration options – Date-filter, file naming options, and etc.
  • Easy to operate by type of users i.e. technical or non-technical users.
  • Converts all types of PST files like; UNICODE & ANSI
  • Suitable for all the latest and below version of Microsoft Outlook and Windows OS.
  • Offers free demo facility to know how to understand software’s working functionality by converts the first 25 items without any cost.

Software Working Steps to Convert Outlook Emails to PDF with Attachments

First of all, download the Outlook Converter software on your Windows computer system. After that, install and launch the tool properly and perform the export process.

Step 1. Run the software and go to Add Files option to load PST files by clicking the Export Single Files or Export Multiple Files option for conversion.

Step 2. After loading the PST files, take a preview of all loaded files before the export process.

Step 3. Then, click on the Export button to choose the saving option PDF from the provided list i.e. MBOX, MSG, EML, EMLX, DOC, HTML, ICS, RTF, Thunderbird, Gmail, Office 365, G Suite, Exchange Server, Hosted Exchange Server, IMAP, Yahoo Mail,, and etc.

Step 4. Now, select the sub-options and browse the destination path to save converted files.

Step 5. Finally, hit on the Convert button to start the export procedure. After completes the entire process, the software shows a message “Conversion Completed Successfully”. Then, press Ok to finish the procedure.

After completing the entire conversion process, the software generates a complete summary conversion report in .txt file format. After the completion of the procedure, you can freely study the whole conversion report by using this option.

Download FREE DEMO Edition!

Overall, CubexSoft Outlook Export software is a hassle-free and reliable software with lots of the above-mentioned facilities and features. The application is smartly well-designed to solve the user’s problem and difficulty and provides the best results without any face error. So, go and download the free demo edition to know how to change Outlook data file format to PDF freeware. The demo version allows the user to export the first 25 items from PST to PDF format without any cost. After utilizing a free demo version and know the complete working functionality of the software then buy a license key of the software. License version software allows you to convert multiple emails from PST to MBOX, PDF, MSF, and etc. format.

The Concluding Words

In the above-described article post, we have explained both manual and automated solutions to know how to change Outlook data file to PDF file format. The manual method has some limitations and disadvantages, which we have already mentioned above article post. Also, we have discussed the complete professional solution that is able to bulk convert Outlook emails into PDF file format with all emails, contacts, calendars, tasks, notes, and etc. other items with attachments. This software gives you a 100% guarantee of data integrity and successful results.

Also, Read this post: Convert EML to PST


Please enter your comment!
Please enter your name here