Managing Microsoft Outlook data could be straightforward until the point you need to archive it in the universally accepted document format PDF. PST files containing the entire contents of an Outlook mailbox cannot be read outside the Outlook ecosystem. Well, what if you need to share couple of emails for exchange with legal departments, archive data for compliances, or simply wish to store the information in a portable format? You could either use the free PST to PDF conversion or make use of a PST File Converter. The rest of the processes are discussed below in this article.
Why Do You Convert PST File to PDF?
Storing an entire mailbox in Outlook PST files is a handy feature that enables the storage of emails, contacts, calendars, and even notes. However, there are certain drawbacks that come with it:
- Requires MS Outlook to access the mailbox and all its data.
- Cannot be printed or distributed among other users.
- Ineligible to be used for legal evidence or archival purposes.
PDF files are far easier to access and share. Their formatting remains intact even after being stored for long periods of time. Outlook documents can be converted to PDF which allows access to Outlook-less users. Such documents can be printed, digitally signed, and shared without restriction. Furthermore, attachments, headers, embedded pictures, and formatting can be preserved. It is arguably the best format.
Let us look at the effectiveness and speed of the conversion that these strategies apply and how these aid in achieving them.
How to Natively Convert PST to PDF Format?
While managing multiple PST files in Outlook, the option to manually print all the emails and attachments using the built-in functionality is best. The Outline Print feature is best if the outlined print option as detailed below:
- Launch Outlook, and open the PST data file.
- Select emails, one by one, to be saved on local storage and converted.
- Open selected emails and print using ctrl + P.
- In the print dialog, select “Microsoft Print to PDF” as your print destination.
- Select “More Settings” to customize, then click “Print” to execute.
- A “Save As” dialog pops up, select the location, and click “Save” to convert.
Drawbacks: You Get Along With This Method!
- Each email has to be printed one at a time, there is no batch printing available.
- Folder structures cannot be preserved because each PDF is saved independently.
- All attachments also need to be printed individually.
- For large scale automation on an enterprise level, this approach is not recommended.
Professional Software to Efficiently Convert PST to PDF
Active users, IT personnel, and business administrators handling large and complex PST files and archives have higher efficiency. For them, a dedicated PST Converter Tool is a better solution. This multifunctional tool is best suited for long-term documentation and complex migrations as it performs bulk conversions without losing formatting or folder structure.
Export PST to PDF Tool has some of the following unique and remarkable capabilities:
- Easily change multiple PST files, folders, and subfolders, and simplify the processes to a few steps.
- No need of MS Outlook during or after the changeover.
- Preserves attachments, images, and the entire folder structure.
- Provides a range of filters to include or exclude content like duplicates, date range, or folder name.
- Also, for those who need more flexibility for email clients, you can convert the PST to EML or other formats.
Convert PST File to PDF with this Quick Stepwise Flow
- To start, open the Outlook File to PDF Converter Tool.
- Press Next to import PST files from any version of Outlook.
- After this, press Next once more to view all emails and additional functionalities of the tool.
- Identify the required directories, click Next, select PDF as the desired format.
- Then, set necessary filters and provide the directory where the file should be saved.
- Finally, to ensure that no data is lost during the conversion process, click Convert.
Isn't that almost too simple? For reliable and trusted batch conversions, download the trial version of Outlook PST to Adobe PDF Converter Utility.
Conclusion
As explained, the operation of converting PST to PDF is simplified, but strategy is everything. Free PST to PDF converters are suitable for light use. Businesses and individuals dealing with highly confidential information and large data volumes prefer automation for streamlined efficiency. For legal, archival, or easy retrieval purposes, PDF format enables your Outlook files to be easily readable, portable, and securely stored.
