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The Advantages of PDF Format and How to Save Email as PDF

PDFs have become an easy way to save and store documents on our computers, phones, and tablets. Plus, PDFs can be opened in any web browser or program that supports PDF files. It is incredibly beneficial and easy to know how to save email as PDFs!

PDF format has advantages for people who need to save and share files. It is not only simple, but it also has advantages such as compatibility with all devices, no file size limit, and more. 

Did you know that there are ways to save your emails as pdf files? It’s easier than you think! So, whether you need to keep an important email for future reference or just want to have a physical copy of it, follow these simple steps, and you’ll be good to go!

This article will discuss the advantages of PDF format and how to save emails in PDF format so that you can convert email to pdf.

What is a PDF?

A PDF is a Portable Document Format created by Adobe Systems in 1993. It is a file format that preserves the layout and formatting of a document no matter what device it’s opened on. PDFs can be read on computers, tablets, and even smartphones!

Why Would I Want to Save Email as PDF?

There are a variety of reasons why you might want to save an email as a PDF document. Maybe you need to keep an electronic copy for your records, or maybe you’d want to send the message as an attachment but don’t want to lose the original formatting. Some save email to PDF for litigation and for legal purposes because a pdf can be helpful in investigations and in providing proof and context and is easily converted into a text document. Whatever the reason, knowing how to save email as PDF is a handy tool to have in your arsenal!

The great thing about saving the email as a file is that:

  • It’s fast and efficient
  • All content is saved into one document
  • It takes longer but ensures that our original media stays intact

However, there is a con to saving the email as a file: if you receive an email with multiple attachments and images, all of that content will be saved into one document.

But the pros outweigh the cons because saving email as PDFs is super easy, and it makes things easier when we need to access that information in the future!

The Advantages of PDF Format

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There are a lot of advantages to using PDF format. 

Security

PDF format gives you security because it’s hard to edit a PDF document without the proper software. Once a document is converted to PDF, it can’t be easily changed or edited, which can be helpful if you’re sending information that you don’t want tampered with.

Compatibility

PDFs are compatible with all devices- computers, smartphones, and tablets! No matter what type of device someone is using, they’ll be able to open and view your PDF file. This is really handy because more and more people are switching to different devices, and we live in a world where there’s no such thing as one size fits all.

File Size Limit

There is no file size limit for PDF documents! This means that you save large files into one easy-to-access document. Whether you’re sending a huge file or just want to have all your documents in one place, PDF is the way to go!

Convenience

The PDF format gives you convenience because it’s easy to use and understand. The layout of the document is preserved regardless of which device it’s opened on, so there’s no need to worry about formatting issues. In addition, PDFs can be easily converted into other file types if needed, making them super versatile!

Flexibility

The PDF format is flexible because it can be easily customized to fit your needs. You have the ability to add in a password and limit who has access, you can change what page is being shown when someone opens up the PDF file, and there’s no need for an internet connection or software!

Graphic Integrity

A PDF displays the exact same content and layout no matter which operating system, device, or software application it is viewed on, which makes it easier for people to share and transfer information.

Multi-dimensional

The PDF format allows you to integrate various types of content – text, images, and vector graphics, videos, animations, audio files, 3D models, interactive fields, hyperlinks, and buttons. All of these elements can be combined within the same PDF file and organized as a report, a presentation, or a portfolio which makes it incredibly useful for creating documents that look professional and deliver impact.

How to Save Email as PDF on Windows

The process of saving the email as PDF is different depending on what type of computer you’re using. If you’re using a PC running Windows, here’s how you do it:

  • Open the email that you want to save as a PDF document 
  • Click File > Print (or use the shortcut Ctrl+P) 
  • In the printer dialogue box, select Adobe Acrobat Reader DC from the list of printers 
  • Click Properties 
  • Under Settings, change Output to Portable Document Format (.pdf) 
  • Click OK 
  • Your email will now be saved as a PDF!

How to Save Email as PDF on Mac

If you’re using a Mac, you can save email as a PDF by following these steps:

  • Open the email that you want to save as a PDF document 
  • Click File > Print (or use the shortcut Shift+Command+P) 
  • In the print dialogue box, select Adobe Acrobat from the list of printers and click on More Options. This will take you to your printer options, where you’ll be able to change settings like paper size and orientation. 
  • Under Format For dropdown menu, choose Adobe PDF, and then under Settings, choose Standard or Minimum Size for best quality results. 
  • Click OK when finished and close all other windows that are open 
  • Your email will now be saved as a pdf!

PDFs have become an increasingly popular way to save important files due to their compatibility across devices and platforms. They’re also great for printing, especially if you need a high-quality version of a document. Converting emails into PDFs is one easy way to keep all your correspondence in one place – whether it’s for personal or professional use. 

Bottom Line

Now that we know how to convert email to PDF without printing on our respective machines, there are a few things we should keep in mind:

Always save the original File when saving attachments like PDFs! Occasionally, pdf conversions don’t go as planned, and you may need the original File to repair formatting issues or extend editing. Make sure your printer’s settings are set to “fit page” if you’re printing out an email with big pictures or text for accurate printing and not being chopped off. Before you hit the print button on all of your emails, test print them!

PDFs can be opened and read on any device that has Adobe Reader software installed. This includes Macs, PCs, smartphones, and tablets! So whether you’re at home or on the go, you’ll always have access to your important emails.

Saving emails as PDF is a fantastic method to keep track of your conversations, have a physical copy for records management, or print out an email with large text or graphics so that it’s easier to read. PDF files are compatible with both Mac and PC devices and may be readily converted into other formats if necessary.

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