How to Add Outlook MSG Files as PDF – Working Guide

Email communication plays a crucial role in business and personal correspondence, and managing emails efficiently has become more important than ever. Microsoft Outlook stores individual emails in the MSG file format, which can be easily opened on systems with Outlook installed. However, when it comes to sharing, archiving, or printing emails, users often prefer to convert MSG files into PDF (Portable Document Format) — a universally accepted, secure, and easily shareable format.

If you’re looking for a reliable way to add or convert Outlook MSG files as PDF documents, this blog will guide you through everything you need to know — from understanding both file types, the reasons behind the conversion, manual methods, limitations of manual processes, and finally, the best automated alternative solution for both Mac and Windows systems.

An MSG file is an email message file created by Microsoft Outlook or Exchange. It stores a single email along with its metadata, such as subject, sender, recipient, message body, hyperlinks, embedded images, and attachments. MSG files are useful for saving individual messages separately but can only be opened with Outlook or other MSG-compatible programs.

PDF (Portable Document Format) is a popular file format developed by Adobe Systems. It preserves the layout, formatting, fonts, and graphics of documents, making it ideal for professional sharing and printing. PDF files can be easily opened on any device using free readers like Adobe Acrobat or web browsers.

Why Add MSG Files to PDF

There are several practical reasons why users prefer to add or convert their MSG files to PDF format -

• Universal Compatibility - PDF files can be opened on any device without requiring Outlook or email software.
• Legal and Business Use - PDF is the preferred format for storing business communications, invoices, and legal emails.
• Preserve Formatting - Converting MSG to PDF maintains the original structure, fonts, and attachments of the email.
• Easy Sharing - PDFs are lightweight, secure, and can be shared easily via email, cloud, or drives.
• Archival Purpose - PDF ensures long-term accessibility and better document management for backup and compliance.

Manual Method to Add Outlook MSG Files to PDF

If you only have a few MSG files, you can manually convert them into PDF format using Microsoft Outlook and a virtual PDF printer. Follow these steps carefully -

Step 1 - Open the MSG File in Outlook

• Locate your saved .msg file on your computer.
• Double-click to open it in Microsoft Outlook.

Step 2 - Use Print Option

• Go to the File menu and click on Print.
• Under Printer Settings, select Microsoft Print to PDF or Adobe PDF as your printer.

Step 3 - Save the PDF File

• Click Print.
• Choose a location to save your PDF file.
• Assign a name and click Save.
• This method will convert your individual MSG email into a PDF document. You can repeat this process for each MSG file you want to convert.

Drawbacks of the Manual Method

While the manual conversion process is simple for one or two emails, it becomes highly inefficient for multiple MSG files. Here are five major drawbacks -

• Time-Consuming - You must open and print each MSG file individually, making it impractical for large email batches.
• No Batch Conversion - Outlook doesn’t provide a direct option to convert multiple MSG files to PDF at once.
• Attachment Handling Issues - Embedded attachments or inline images might not be converted properly into PDF.
• Requires Outlook Installation - The manual process only works if Microsoft Outlook is installed and configured on your system.
• Formatting Errors - Sometimes the manual conversion distorts the layout or misses metadata such as timestamps or sender details.

Due to these challenges, professional users and organizations prefer a more efficient and automated solution.

Alternate Solution on How to Add Outlook MSG as PDF Format

To overcome the limitations of the manual method, the BitVare MSG Converter for Mac & Windows is a highly recommended tool that allows users to easily add and export Outlook MSG files as PDF documents in a few clicks. This software ensures accuracy, efficiency, and data integrity during the entire conversion process.

Key Features

• Batch Conversion Support - Easily convert multiple MSG files or entire folders to PDF in one go.
• Preserves Data Integrity - Maintains email formatting, metadata, attachments, hyperlinks, and structure.
• Dual Compatibility - Available for both Mac and Windows operating systems.
• Attachment Options - Offers an advanced feature to convert attachments as PDF or keep them embedded.
• Preview Mode - Displays a full preview of emails before conversion for verification.
• Advanced Filters - Enables selective conversion by date, subject, or sender filters.
• No Outlook Dependency -Works independently, without needing Microsoft Outlook installed.
• Multiple Export Options - Apart from PDF, it allows saving MSG files in formats like PST, MBOX, EML, EMLX, HTML, and more.

How to Use

• Download and Install the MSG Converter on your Mac or Windows computer.
• Add MSG Files – Use the “Add File” or “Add Folder” option to upload MSG files.
• Preview Emails – Check your emails and attachments in the preview pane.
• Select PDF as Output Format – Choose “PDF” from the saving options.
• Set Conversion Preferences – Customize output settings like naming conventions or attachment handling.
• Start Conversion – Click “Convert” to begin exporting your MSG files as PDFs.

Within a few minutes, the software will successfully convert all MSG files into PDFs while maintaining folder hierarchy and formatting.

Conclusion

Converting Outlook MSG files to PDF is a practical choice for users who want to preserve, print, or share their email data in a secure and accessible format. Although Outlook provides a manual way to print emails as PDFs, it is not suitable for bulk or professional use due to its limitations.

The tool for Mac and Windows systems provides a fast, reliable, and error-free alternative for converting MSG files to PDF. With its advanced features, batch processing ability, and preservation of email details, it is the ideal solution for professionals, businesses, and individuals who want a seamless and efficient MSG-to-PDF conversion experience.