Overview: As the title of this article suggests, this is a step-by-step guide on how to convert PST files to PDF format. In this article both the manual process to convert Outlook PST file into PDF format and a tool called Outlook PST to PDF Converter is explained for the convenience of users. Outlook PST is the files of outlook which 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 in 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. 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 open in 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 for saving the file in the PDF format.

Easily Convert PST Files to PDFs 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 its 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 people who can pay for it.

1. Open Microsoft Outlook.
2. Select the PST file that you wish to convert.
3. Now from the ‘File’ option select ‘Open & Export’ next click on ‘Import/Export’.
4. In the Import and Export Wizard window please choose the “Export to a file” option and then click “Next”.
5. The file format must be “Adobe Portable Document Format (*.pdf)”.
6. Choose the particular messages, folders, or other items you need to save as PDFs in rich text format.
7. Select the desired location for saving the PDF file and click on the “Finish” button.

This process may involve installing an adobe acrobat or PDF printer on the computer to enable one to complete the task.

#2 Method: Use Outlook’s Built-in Print to PDF Feature

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 require to be followed:

1. Open Microsoft Outlook.
2. To convert a pst file, right click on the PST file you want to convert.
3. Choose the email or item that you would like to convert to PDF format.
4. Click on the “File” button at the top left corner of the window and select ‘Print’ on the drop-down list that appears.
5. Go to the Print and choose a PDF printer such as Microsoft Print to PDF.
6. After choosing the “Print” option, find a place to save the PDF.

How to convert PST to PDF with attachments using some PST to PDF converter tool can be done manually, but 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 manual method are 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.

Simpler process: The manual process usually entails simply opening the email in an email client such as Outlook and then either saving or printing the email as a PDF. This can be very tiresome and time-consuming and can cause a lot of confusion hence many mishaps if the emails contain a lot of formatting.

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 may 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 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 BLR Outlook PST converter tool 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. This utility also can convert multiple file format options such as EMLX, MSG, MBOX, EML etc. You can directly migrate your PST file with your emails in services like Thunderbird, Gmail, Hotmail and Yahoo, IMAP etc. Of course, even in case you do not have a great understanding about 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 PDF format. However, performing this conversion through a manual approach may 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 article and that you have discovered a tool that fits your purpose.