Batch convert emails to PDFs

To batch convert emails to PDFs, the steps depend on where your emails are stored (e.g., Outlook, Gmail, etc.). Here’s a guide for the most common platforms:

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1. Using Microsoft Outlook (Desktop App)

Step-by-Step:

1. Select Multiple Emails:

   • Open Outlook.

   • Use Ctrl or Shift to select multiple emails.

2. Export to PDF (Using Print):

   • Right-click on selected emails > Click Print.

   • Choose Microsoft Print to PDF as the printer.

   • Save each email as a PDF.

Note: Outlook does not natively support true batch PDF export, but third-party tools can help.

Alternative with VBA Script:
You can use a macro script to batch export selected emails to PDF.

vba
CopyEdit
Sub SaveEmailsAsPDF()
    Dim MailItem As Outlook.MailItem
    Dim savePath As String
    Dim objInsp As Inspector
    Dim wdDoc As Object
    
    For Each MailItem In Application.ActiveExplorer.Selection
        If MailItem.Class = olMail Then
            savePath = "C:Emails" & MailItem.Subject & ".pdf"
            Set objInsp = MailItem.GetInspector
            Set wdDoc = objInsp.WordEditor
            wdDoc.ExportAsFixedFormat OutputFileName:=savePath, ExportFormat:=17
        End If
    Next
End Sub

Save and run in Outlook’s Developer > Macros tab.

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2. Using Gmail (via Google Takeout or Add-ons)

Option 1: Google Takeout

• Go to https://takeout.google.com/

• Select only Mail, export as .mbox

• Use a viewer like Mozilla Thunderbird + add-on (ImportExportTools NG) to open MBOX.

• Then export emails to PDF from Thunderbird.

Option 2: Chrome Extensions
Use Gmail add-ons like:

• Save Emails to PDF by cloudHQ

• Gmail to PDF Converter by Mailparser or Convert.io

These let you select multiple emails and save them as PDFs (individually or merged).

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3. Use Third-Party Tools (Bulk)

Email to PDF for Outlook (Sperry Software)

• Lets you select folders or emails in bulk.

• Converts all to PDF with attachments.

• Supports automation.

Adobe Acrobat Pro DC

• Has a plugin for Outlook.

• Allows batch email-to-PDF conversion with attachments.

MailStore Home (Free)

• Archives your entire mailbox.

• Can export all emails as individual PDFs.

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4. Using Python Script (for advanced users)

If you have .eml or .mbox files:

python
CopyEdit
import os
import win32com.client

outlook = win32com.client.Dispatch("Outlook.Application").GetNamespace("MAPI")
inbox = outlook.GetDefaultFolder(6)  # 6 = inbox
messages = inbox.Items

output_dir = r"C:EmailPDFs"
if not os.path.exists(output_dir):
    os.makedirs(output_dir)

for message in messages:
    subject = message.Subject.replace(":", "").replace("\", "")
    filepath = os.path.join(output_dir, f"{subject}.pdf")
    inspector = message.GetInspector
    doc = inspector.WordEditor
    doc.ExportAsFixedFormat(filepath, 17)  # 17 = wdExportFormatPDF

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Tips for Better Output

• Ensure email subjects are sanitized (remove slashes, colons).

• Sort emails by date for logical naming.

• Consider combining PDFs using tools like PDFsam or Adobe.

Let me know your platform for more tailored instructions.