As the title of this blog suggests, this is a step-by-step guide on how to convert PST files to PDF format. In this blog both the manual process to convert Outlook PST files into PDF format and a tool called PST to PDF Converter are explained for the convenience of users. Outlook PST is the files of Outlook that contain all Outlook data but it is not easy to share with anyone.
This format helps save the content and structure of the email more effectively than other forms for sharing and efficient access. Now let’s look at some of the other advantages of document creation in PDF format.
PST to PDF: Why Conversion is Necessary
As mentioned earlier, there are several advantages of using the PST to PDF Conversion. The following are some of them:
Data transfer ability: With PDFs, it is easy to transfer them from one device to another, unlike PST files which are only compatible with certain email clients.
Security: The PDF format has the ability to password-protect an email message, enhancing the security of it.
Compatibility: As with all PDF files, they are compatible with any device, be it a computer, tablet, mobile device, and the like, therefore no software limitations.
Web Use: PDF is frequently used on the web due to its easy compatibility and the option to maintain the formatting.
Outlook Independence: PST files can only be opened in the MS Outlook program exclusively.
You may have an idea about using a PDF file. The procedure of converting the Outlook data file should now be continued to save the file in the PDF format.
Easily Convert PST Files to PDF Online for Free
Outlook has no direct function to convert PST to PDF format but it can be done with the help of Adobe Acrobat or through the Microsoft print option. He outlines that this method can turn a tad technical at times. Still, it is crucial to know that there are several non-technical ways of saving PST emails as PDF with their respective attachments.
1 Method: Print and Export as PDF
To convert PST to PDF, I will recommend using the PDF converter that is readily available in the Adobe Acrobat software particularly when you want to export emails and their attachments in PDFs. However, it should be noted that Adobe Acrobat is comparatively costly, so it will be of most use to users who can pay for it.
- Open Microsoft Outlook.
- Select the PST file that you wish to convert.
- Now from the File option choose ‘Open & Export’ and click on ‘Import/Export’.
- In the Import and Export Wizard window please choose the “Export to a file” option and then click “Next”.
- The file format must be PDF Format.
- Choose the particular messages, folders, or other items you need to save as PDFs in rich text format.
- Select the desired location for saving the PDF file and click on the “Finish” button.
This process involves installing an Adobe Acrobat or PDF printer on the computer to enable one to complete the task.
2 Method: Use Outlook Built-in Print to PDF Option
Microsoft has made it easier to save PST emails within PDF format by using the Microsoft Print to PDF tool. As for the software to use for this assignment, any version of MS Outlook can be used. Microsoft Print to PDF can be activated and thus the following steps need to be followed:
- Open Microsoft Outlook.
- To convert a PST file, right-click on the PST file you want to convert.
- Choose the email or item that you would like to convert to PDF format.
- Click on the “File” button at the top left corner of the window and select ‘Print’ on the drop-down list that appears.
- Go to the Print and choose a PDF printer such as Microsoft Print to PDF.
- After choosing the “Print” option, find a place to save the PDF.
How to convert PST to PDF with attachments using a PST to PDF converter tool can be done manually, but it has some drawbacks. These drawbacks can cause trouble. Manual methods might take a long time, be error-prone and efficient only for small transfers which is why using automated or third-party tools is a wiser decision.
Constraints of the Discussed Approaches
Here are some of the drawbacks when the manual method is used:
Tedious: It is quite cumbersome to manually convert Outlook PST files to PDF especially if you have a huge number of emails or attachments to convert.
Batch processing: Most manual methods do not have this feature and the ability to process data in batches is an added advantage that makes automated methods possess this advantage over their manual counterparts. You might have to convert each email one by one, which may not be easy and effective when you are handling many emails.
Less formatting: You will not be able to control everything in the PDF documents as much as you would want, especially if you need a particular format in your document.
Loss of data: While moving content from PST files to PDF through the process of copying and pasting, there exists the possibility of losing or damaging the data. This makes it easy for some of the data not to be captured or for the PDF files to be corrupted.
Security issues: Data conversion can also be security worrisome particularly when working with large volumes of sensitive or confidential material or data that has to be shared or saved securely.
In order to prevent problems in your Outlook PST files you should use the professional DataVare PST to PDF Converter Software which successfully converts PST to PDF format. It takes just a few easy steps to export and convert not only one, but several PST files simultaneously. Of course, even in case you do not have a great understanding of how technology works, the program is rather easy to operate. It is now time to sum up the entire article.
Wrapping Up
Moving on from the previous section in this blog, below are both the traditional and the current methods of converting PST files to PDF as well as the significance of embracing the PDF format. However, performing this conversion through a manual approach can be quite complex and very time-consuming; therefore, utilizing an automated PST to PDF converter holds the obvious advantage of ease of use. Again, the final decision is yours but we sincerely hope that you have benefited from this blog and that you have discovered a tool that fits your purpose.
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