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How to Open PST File in Outlook to PDF File?

Microsoft Outlook is a widely used email client that stores its data, including emails, contacts, and calendar information, in PST files. There are situations where you might need to convert these PST files to PDF format for archiving, sharing, or other purposes. In this article, we will guide you through the process of opening PST files in Outlook and converting them to PDF.

Reasons to Move Outlook PST File to PDF Format

Converting Microsoft Outlook PST files to PDF format offers several advantages, and individuals or organizations may choose to do so for various reasons. Here are some common reasons for moving Outlook PST files to PDF:

• PDF files are highly portable and can be easily shared across different platforms and devices without the need for specialized software. This portability is particularly useful when you need to share email correspondence with individuals who may not be using Outlook.
• PDF is a standard format for legal documents, and in some cases, organizations may need to store email communications for compliance reasons. Converting Outlook emails to PDF ensures that the data is stored in a format that meets legal and regulatory standards.
• PDF files can be password-protected and encrypted, providing an extra layer of security for sensitive email communications. This is especially important when dealing with confidential or sensitive information.
• PDF files are easier to manage in terms of organization and retrieval. They can be indexed, searched, and categorized efficiently, making it simpler to locate specific emails or information when needed.

Manual Methods to Open PST File in Outlook to PDF Format

The two most effective and straightforward ways to export PST to PDF are covered below:

Technique 1: Using Adobe Acrobat Pro DC

The greatest tool for exporting Microsoft Outlook emails as PDFs is Adobe Acrobat. However, using it costs a significant sum of money. Should you have the means, Acrobat functions as an Outlook plug-in that allows you to store emails in PDF format. You'll have some more alternatives to download the PDF in exchange.

The steps to Convert PST with the Adobe PDF tab in Outlook are as follows: -

1. Navigate to the Adobe PDF tab in the ribbon while Outlook is open.
2. Select the necessary emails to convert.
3. In the Adobe PDF tab, tap the Selected Messages option.
4. Select "Create a New PDF" from the drop-down option that appears.
5. There will be a new saving tab visible.
6. Select the place for saving and give the PDF file a name before pressing the Save button.

By selecting "Append to existing PDF" from the provided drop-down menu, you can additionally store the updated emails in PDF files that you have already prepared. You can also configure Automatic Archival, which saves emails automatically in PDF format each time one is created. In this manner, the procedure becomes considerably simpler and more automated. Following this, accessing Outlook email files in PDF format is simple.

However, if Adobe Acrobat Pro DC is out of your price range, don't worry—we have an alternative way to convert PST files to PDF.

Technique 2: Using Microsoft Print to PDF:

If you're using Outlook 2016 or a later version on Windows. Afterward, you can use Microsoft Print to PDF Option to convert PST emails to PDF. To convert Outlook PST emails to PDFs, all you have to do is activate Microsoft Print to PDF.

To use MS Print to PDF to convert a PST file to a PDF, carefully follow these steps:

1. Open Outlook and select the emails in the PST file that need to be converted.
2. Click the Print button after selecting the File tab from the ribbon.
3. Select Printer, then click the Microsoft Print to PDF option from the drop-down menu.
4. Click the Print button now.
5. Enter the filename and saving location in the saving tab.
6. Next, press the Save button.
7. The specified location will be where the file is saved.

Automated Solution to Resolve How to Open PST File in Outlook to PDF File

Using professional solutions, such as automated or commercial technologies, is what is meant by the automated approach. One such tool is CubexSoft PST to PDF Converter, which allows you to quickly and easily convert PST emails to PDF files. It only needs the PST file added for all of your Outlook emails to be automatically converted to PDF files. Additionally, you may use this software with any version of Windows or Outlook, and it doesn't cost you a lot.

Final Words!

Here, we covered several methods that may be used to convert PST files into PDF files, both manually and automatically. If you are a technical user, you can use the manual technique. If not, you have the option of using an automatic solution.