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Convert MSG to PDF

Convert MSG to PDF
Converts Outlook MSG files to Adobe PDF format. It is possible to retain the original folder structure.
Version: 4.21 released on May 11, 2023.
Tags: msg pdf convert
(4.9 / 114 reviews)

Convert MSG to PDF for Outlook
You can download a free limited version down below

The MSG to PDF converter allows you to create a printable, static version of an email that can be easily shared or archived. This utility converts Outlook MSG messages to Adobe PDF files, preserving attachments, original formatting, and folder structure. It can be used for batch MSG to PDF conversion.

Main Features

  • Converts any number of MSG files to Adobe PDF in a single operation. It allows you to transform MSG archives to a universal format in a couple of clicks..
  • Maintains the source folder tree if required.
  • Saves email header information, original formatting, links, and attachments from Outlook MSG messages, ensuring that the resulting PDFs are a perfect representation of the original emails.
  • Saves sender and recipient addresses from MSG messages to PDF files.
  • Can embed attachments and external images in PDF files, allowing you to keep all email information in a single file. Add links to attachments while saving them separately or embed attachments directly into the resulting document.
  • Organizes the resulting files into folders automatically created with the ready-to-use macros, making it easier to manage and find the converted files. You can set a rule for naming resulting folders or files by dates, subject, recipient and sender addresses, and other message data.
  • Allows you to set up pages for the PDF documents. You can print Outlook MSG emails with pre-set page margins.
  • Provides a choice to auto-rename or overwrite existing PDF files in the destination folder to avoid duplication.
  • Allows batch conversion for multiple users and converts files on schedule. This is possible using the command line app in the Professional Edition.
  • Supports MSG to PDF conversion without launching Outlook and Adobe Reader. Files are automatically converted after the utility is set up.

What is the MSG format?

MSG is an email file format developed and used by Microsoft Outlook. It stores email messages, contacts, appointments, and other items in separate files, one item per file. MSG files contain all the information about an email, including the sender and recipient data, subject, text formatting, and attachments.

What is the PDF format?

PDF (Portable Document Format) is used to represent documents, e-books, catalogs, and other types of content. It is independent of the software, hardware, and operating system. PDF files are safe and widely used for sharing and printing documents because of their portable nature and support for various content elements.

What is the difference between MSG and PDF?

MSG is only used by Microsoft Outlook, and other programs cannot recognize this format. MSG files contain mailbox items in individual files.

PDF is one of the most widely used file formats for different types of documents. It can be opened, viewed, and printed regardless of the platform. PDF files can contain any number of messages along with other content in a single file.

Why do you need to convert MSG to PDF?

There are several important reasons to convert MSG to PDF:

  • Email sharing. PDF is a widely used format for viewing and printing documents on any device and operating system. You can exchange messages in PDF files with users who don't have Outlook without losing data such as original formatting, images, and attachments.
  • Archiving purposes. If you want to preserve the content of an email for future reference, convert it to a static PDF file. This ensures that the content of the email remains unchanged and accessible, even if you no longer use the original email client or computer.
  • Safety. You can protect your messages' content by setting a password and electronic signature for each PDF file after conversion from MSG.
  • Regulatory compliance. Conversion to PDF can help you comply with government regulations and corporate policies for email retention. Once converted, you can view your messages without Outlook and other email programs.
  • Legal requirements. When presenting email as legal evidence, PDF format provides a permanent and uneditable version of the message that meets legal requirements.

How to convert MSG to PDF manually

It is not possible to convert MSG to PDF manually without using a third-party tool. You can try a workaround with the help of Microsoft Outlook's Print feature.

  1. Locate the source MSG file on your computer and double-click it to open it in Outlook.
  2. Choose Print from the File menu or open the Print dialog box by pressing Ctrl + P.
  3. Click the Print button and select "PDF" in the "Save as type" field.
  4. Specify the destination folder and click Save.
  5. Repeat the process for each MSG file you want to convert.

Limitations of manual MSG to PDF conversion:

  • Manual conversion does not allow you to save attachments, links, and external images.
  • The manual process involves several steps and must be repeated for every MSG file. It is only suitable for a few files and is not practical for converting multiple MSGs.
  • The manual method requires additional operations to be performed manually: renaming or skipping existing files, setting page margins, creating subfolders at the destination, and so on.

Online MSG to PDF conversion

Online MSG to PDF conversion services may seem convenient, but they can pose a risk to your data privacy and security. Some online converters may store your confidential information on their servers or share it with third parties. Another risk is that some of your data may not be saved due to incorrect conversion.

Also, many online converters are limited in their functionality and may not support the features you need. Uploading many MSG files online takes a long time or maybe impossible. The cost of conversion depends on the amount of data and may be unreasonably high if there are many files.

How to convert MSG to PDF automatically

This automatic MSG to PDF converter can be configured in a few clicks to convert MSG messages to PDF without the need for any additional programs. It performs the conversion on your computer without transferring any important information outside. It is fast and preserves source data such as images, attachments, and folder structure in the way you want.

The Professional Edition of the utility enables batch conversion of an unlimited number of folders with MSG files.

There are no restrictions on the number and size of converted MSGs and resulting PDFs. The number of folders is unlimited.

Steps to convert MSG to PDF automatically

To convert MSG to PDF automatically, follow a few simple steps:

  1. Launch the converter and select the source folder containing messages in .MSG format.
  2. Select the "Include subfolders" option to preserve the original subfolder structure.
  3. Specify the destination folder for the resulting files.
  4. Use macros to set a rule for naming subfolders to create a new subfolder structure. Or create templates for file naming. Choose message fields to construct the file name: date, subject, recipient and sender addresses, or other. For example, you can set a file name: {DATE#yyyyMMdd HH_mm_ss} {*FROM#EMAIL} {*SUBJECT:80}.pdf
  5. Set any additional options, such as downloading external images, overwrite mode for existing PDFs, saving attachments as links, embedding them in the PDF, or not saving at all.
  6. Set margins and include or exclude CC and BCC from the header in the Page Setup tab.
  7. Start the process by clicking Run and wait for the software to complete the conversion.

Bulk MSG to PDF conversion

The product's Professional Edition provides batch processing capabilities for bulk MSG to PDF conversion from multiple locations and complex folder structures on multiple computers. This allows you to convert any number of folders with MSG files in a single operation, saving time and effort. The ready-made settings for launching on the command line are available in the utility setup window, to the right of the Configure button.

With the command line app for batch conversion of MSG to PDF, you can convert Outlook messages to PDF on schedule using Windows Task Scheduler. The app allows you to flexibly configure the schedule parameters and automatically use the program, even without logging into the Outlook account.


Can I adjust page margins in a PDF document after converting MSG to PDF?

This specialized email conversion software allows you to set page margins for PDF documents in advance when configuring the utility and print your MSG messages with the required page parameters.

Can I save messages from the folders of my Outlook mailbox to PDF?

To convert Outlook messages to PDF directly, use the specialized solution to export Outlook to PDF.

What are the limits on the size and number of MSG files when converting MSG to PDF?

There are no limitations on the number and size of MSG files you can convert with this utility.

How do I save hyperlinks from MSG messages to PDF documents?

The converter automatically saves all links in place when converting MSG to PDF.

How can I automatically create new folders for the resulting PDF files during conversion?

The utility provides flexible folder naming using predefined macros. Select different message fields to create the folder or file name: date, year, subject, recipient and sender details, and others. For example:

{DATE#yyyy} {*TO#EMAIL} {*SUBJECT}.pdf

Where do I find the attachments after converting MSG messages to PDF?

Where attachments are saved depends on the option selected when setting up the converter:

  • Attachments can be saved in separate folders, and links to attachments are added to the PDF message header. This allows you to view or open the original attached files independently, directly from Windows Explorer.
  • Attachments can be embedded in PDFs and opened when viewing the PDF file. PDFs with embedded attachments can be shared as single files, but they are larger in size.

To find embedded attachments in the Adobe PDF Reader, choose View > Show/Hide > Navigation Panes > Attachments. In the Attachments panel, you will see the attachment.

Can I convert MSG attachments to PDF?

Yes, you can choose to embed attachments in the final PDF files or save them separately in the folder with the resulting PDFs. If you choose the second option, links to the saved attached files are added to the PDF documents.

Is it possible to convert all of my MSG files into one PDF?

Each MSG file is converted into a single PDF document. You can specify a folder for the final files to store them separately.

OutlookFreeware.com Outlook Ribbon
All utilities easily integrate with Outlook (optionally)

* This utility is for non-commercial home use only. It will not run in domain enviroment. Some of the described features and support for domain enviroment are available in advanced version of the utility only. Free version may have additional limitations.

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