How to Send an Email as a PDF: Gmail, Outlook, Mailbutler, and Other Simple Methods

The simplest way to send an email as a PDF is to open the message, choose Print, save it as a PDF, then attach that PDF to a new email.

TLDR: Gmail, Outlook, and Apple Mail all support this through the print menu, even if the button does not say “export PDF.” A legal assistant, for example, can turn a 12-message client thread into one PDF in under two minutes, then send it as a locked record. In teams that handle invoices, contracts, or support cases, this saves repeated forwarding and cuts messy email chains by 30% or more. Mailbutler can help with the sending part through templates, tracking, reminders, and contact tools after the PDF is created.

Why send an email as a PDF?

An email PDF is easier to store, share, print, and archive. It keeps the message fixed, including the sender, date, subject line, and body text. That matters when an email is used as proof, a handoff record, a receipt, or part of a project file.

Forwarding an email can look messy. Headers may change. Long threads can break. Attachments may go missing. A PDF is cleaner. It is also easier for people outside the original email chain to read without digging through forwarded content.

How to send a Gmail email as a PDF

Gmail does not have a large “Save as PDF” button. Honestly, that feels odd for a tool used by so many businesses every day. Still, the print method works well.

1. Open Gmail in a browser.
2. Open the email that should become a PDF.
3. Click the Print icon in the top right of the message.
4. In the print window, choose Save as PDF as the destination.
5. Click Save.
6. Name the file clearly, such as Invoice Email March 2026.pdf.
7. Create a new email and attach the PDF.

If the message is part of a thread, Gmail may print the visible conversation. The sender should expand any collapsed replies first if the full thread is needed. It is annoying to save the file, open it, and then realize half the thread is missing.

For Gmail on mobile, the steps vary by device. On Android, the user can open the email, tap the three-dot menu, choose Print, then select Save as PDF. On iPhone, the user may need to open the print screen, use the share sheet, and save the preview as a PDF through Files or another app.

How to send an Outlook email as a PDF

Outlook offers several routes. The best one depends on whether the person uses Outlook for Windows, Outlook for Mac, or Outlook on the web.

Outlook for Windows

1. Open the email in Outlook.
2. Click File, then Print.
3. Select Microsoft Print to PDF.
4. Click Print.
5. Choose a file name and folder.
6. Attach the saved PDF to a new email.

This method is reliable. The small irritation is that Outlook calls the action “Print,” even when nothing is being printed. New users often spend 20 seconds hunting for an export button that is not there.

Outlook for Mac

1. Open the email.
2. Select File, then Print.
3. Click the PDF menu in the print window.
4. Choose Save as PDF.
5. Attach the file to a new message.

Outlook on the web

Outlook in a browser can also use the print menu. The user opens the email, selects the three-dot menu, clicks Print, then chooses Save as PDF in the browser print dialog. Chrome, Edge, and Safari all support PDF saving.

Using Apple Mail to send an email as a PDF

Apple Mail makes this fairly simple on Mac:

1. Open the email in Mail.
2. Click File, then Export as PDF, if available.
3. Or click File, then Print.
4. Open the PDF menu and choose Save as PDF.
5. Attach the saved file to a new email.

Apple Mail has one clear advantage. Its PDF controls are built into macOS, so the workflow feels smoother than many email apps. A user can also save to iCloud Drive, making the PDF easy to send from another Apple device.

How Mailbutler fits into the workflow

Mailbutler is not mainly a PDF converter. It works as an email productivity add-on for Gmail, Outlook, and Apple Mail. That means the PDF is usually created through the print or export method first, then Mailbutler helps send and manage the message.

For example, a recruiter can save a candidate email as a PDF, attach it to a reply, and use Mailbutler to add a polished template, track whether the recipient opens the message, set a follow-up reminder, or schedule the email for Monday morning. That is useful when the PDF needs to be sent with consistent wording or tracked for accountability.

Mailbutler is especially helpful for teams that send the same type of PDF often, such as quotes, approvals, onboarding notes, or client summaries. The PDF handles the record. Mailbutler handles the repeatable sending process.

Other simple methods

• Forward as an attachment: Some email apps allow messages to be forwarded as .eml files. This keeps the original message data, but not every recipient can open it easily.
• Screenshot to PDF: This works for short emails, but it is weak for long threads. Text may not be searchable.
• Browser extensions: Some tools add PDF export buttons to Gmail or webmail. They can save time, but privacy should be checked before granting inbox access.
• Copy into Google Docs or Word: The email text can be pasted into a document and exported as PDF. This gives more formatting control, but it may remove original email headers.
• PDF printer apps: Windows and Mac already include PDF printing, but third-party tools may add merging, compression, password protection, or watermarking.

Tips for a clean PDF

• Expand the entire thread before saving.
• Check whether attachments need to be included separately.
• Use a clear file name with date, topic, and client or project name.
• Open the PDF before sending it to confirm the content is complete.
• Compress large PDFs if the email provider has attachment limits.
• Password-protect sensitive files when sending legal, HR, or finance records.

Most email providers limit attachments to around 20 MB to 25 MB. Gmail allows up to 25 MB before switching to a Drive link. Outlook.com has similar limits depending on the account. If the PDF is too large, the sender can compress it or use a secure file-sharing link.

FAQ

Can Gmail save an email directly as a PDF?

Gmail saves emails as PDFs through the browser print menu. The user selects Print, then chooses Save as PDF.

Can Outlook export an email to PDF?

Yes. Outlook for Windows can use Microsoft Print to PDF. Outlook for Mac can use the macOS PDF option in the print menu.

Does Mailbutler turn emails into PDFs?

Mailbutler is mainly for email productivity, not PDF conversion. It can help send, track, schedule, and manage emails after the PDF has been created.

Will attachments be included in the PDF?

Usually, no. The PDF normally includes the email body and header details. Attachments should be downloaded and sent separately, unless a PDF tool is used to merge them.

What is the best format for legal or business records?

PDF is often best because it keeps the content fixed and easy to store. For sensitive records, the sender should use password protection or a secure sharing system.

Why does the email look different after saving as PDF?

Email layouts can change during printing. Images, signatures, and long threads may shift. The sender should review the file before sending it.