How Do You Save a MSG File As a PDF File?

Businesses today have to deal with large volumes of emails every day and losing them is not even an option. However, various email messages come in different file formats and among them is the MSG file format. 

Microsoft Outlook and Exchange use the MSG format, a simple file format, to store individual emails along with information about contacts, appointments, tasks, and other features. It is challenging to handle individual MSG files with attachments in bulk because of its email storage capacity. As a result, many users prefer to convert MSG formats into other file formats, like PDF. Exchanging large sets of emails with printable attachments is made simple by the PDF file type. 

Thus, in this blog, we will try to answer the question that many users ask “How do you save a MSG file as a PDF file?” by discussing the three approaches and which one is the best suitable for everyone. 

What is PDF?

PDF also known as Portable Document Format is a dynamic file format created by Adobe in 1993 to exchange documents reliably, which are easily exchanged cross platform and application. In PDF documents the original layouts remain the same regardless of the medium used to view it. 

Advantages of Transferring MSG Files to PDF with Attachments

MSG is a file format typically used by MS Outlook, whereas PDF is a globally recognised file format independent of the email clients or the devices used to view it. Key reasons why users choose to import MSG files to PDF are as follows:

• The PDF files can be preserved for future usage as evidence especially for legal matters.
• With PDF files seamless integration is possible across platforms without any limitations.
• PDF files are password-protected making the data safe from data corruption.
• Reduces server load by converting files and deleting them from the email client.

How Do You Save a MSG File As A PDF File Manually?

There are two manual methods that you can use to convert MSG files into PDF. However, keep in mind that these methods come with certain limitations which may not be suitable in many cases.

Approach 1: Convert MSG to PDF with MS Word

This approach needs the users to first save their MSG files into HTML format and then convert into PDF. Here are the steps: 

1. Open the MSG email to convert and open File in MS Outlook.
2. Click “Save As” >> then, the preferred destination in the “Open Dialog Box”.
3. Pick the saving format to “.html” >> click “Save”.
4. Then, open the saved “.html” file with MS Word >> go to “File”.
5. Pick “Save As” >> then, the “PDF” format.
6. Lastly, give a chosen filename and destination and click “Save”.

Step 2: Convert MSG File to PDF using MS Outlook 

This method is in continuation of the first step. Here we will use the pre-built feature MS Outlook to convert files into PDF. Below are the steps:

1. Verify if the MSG file is already present in Outlook, else import orphan MSG to it.
2. Press the “File” tab in Outlook >> select “Print”.
3. Set the print destination as Microsoft Print to PDF and opt for settings.
4. Once all the layout and other preferences are chosen, click the “Print” button.
5. Give a name to the file and choose the "Destination Path".
6. Finally, click “Save” to import MSG to PDF. 

Approach 2: Import Outlook MSG Files into PDF with Adobe Acrobat Reader 

Adobe Acrobat is specially designed for managing PDFs. This solution is an alternative to the second method. Follow the steps below:

1. Open the MSG file in Outlook.
2. Click the “File” tab >> “Print”.
3. From the Print options, select the destination to “Adobe PDF”.
4. A pop-up box will appear to set the formatting and other context.
5. Now, using the “Preview” option, adjust the formatting.
6. Click on the “Print” button and specify a destination.
7. Lastly, click the “Save” button.

Limitations of Following the Manual Methods

• Users should have MS Outlook pre-installed on their computers to convert manually. 
• Users need to convert each file individually as bulk conversion is not possible.
• Following the manual method users might lose the original file formatting. 
• Users may experience data loss or attachment loss.

Thus, manual methods can sometimes jeopardise data conversion especially if your goal is to convert batch files.

How Do You Save a MSG File As A PDF File Using Professional Software?

CubexSoft MSG to PDF Converter is the perfect tool to batch convert multiple MSG files in just a few clicks. The software offers many advanced features to convert .msg files with attachments. Additionally, its easy-to-navigate user interface is perfect for all users. Moreover, the data-integrity is maintained throughout the conversion process. The features are as follows: 

• Batch conversion of MSG to PDF file in a single round.
• Advanced features are given to import MSG files into PDF.
• Provides multiple file naming options.
• Has the option to import selective files or all the MSG files as per users’ preference.
• Supports all MS Outlook, Windows OS, and Mac Version.

Steps to convert MSG files to PDF with the software

1. Launch the MSG Converter Tool.
2. Tap on “Add File(s)/Add Folder(s)” options.
3. Select the MSG files or folders from your computer.
4. Hit on “Export”
5. “Select Saving Option” >> Pick “PDF” >> Choose from “File Naming Option”.
6. Optionally, choose from the “Advanced PDF Options”.
7. Choose your preferred “Destination Path”.
8. Click “Convert”.

Parting Words