How to Convert an MSG File to PDF

An MSG file is an email message saved in Microsoft Outlook’s file format. To make a shareable copy, open the message in Outlook and print it to PDF, or use a converter that accepts MSG files directly. A PDF is easy to read and share. Keep the MSG file if you need the email in its original form.

The best method depends on whether Outlook can open the file, whether you need to convert several messages, and whether the email contains sensitive information or attachments.

Print an MSG file to PDF in Outlook #

If Outlook opens the MSG file, printing the message to PDF is a straightforward option. In new Outlook for Windows, Microsoft’s instructions use the built-in Microsoft Print to PDF printer:

1. Open the message.
2. Select More actions > Print > Print.
3. Choose Microsoft Print to PDF as the printer, then select Print.
4. Choose a folder, enter a file name, then save the PDF.

Microsoft says new Outlook’s Save as options do not include PDF, so use the print route instead of Save as. These steps work for messages opened in new Outlook. If Outlook does not open your MSG file, use a converter that accepts MSG files directly. Microsoft’s instructions for printing an Outlook message show the current new Outlook steps.

In Classic Outlook for Windows, open the message and use File > Print, then select Microsoft Print to PDF and print. The wording and available options depend on the Outlook version and Windows setup.

Convert MSG files without Outlook #

An online converter is an option when Outlook is unavailable or cannot open the MSG file. For example, CoolUtils says its online converter accepts one MSG file at a time, up to 50 MB, and does not require Outlook or a software installation. The company also says uploaded files are deleted from its servers within 24 hours. CoolUtils’ MSG-to-PDF service provides its limits and file-handling terms.

Uploading an email sends its contents to a third party. Avoid online conversion for confidential messages unless your organization permits it and the provider’s data-handling terms meet your requirements. For multiple files, a desktop converter may be more practical. SysInfo, for example, advertises bulk conversion and options to exclude attachments or save them separately; its free demo is limited to 50 emails per folder. Check the current product terms and test a few files before converting a large collection. SysInfo’s converter details describe those features and limits.

Check attachments and keep the original #

Printing an email to PDF does not guarantee that the attachments will appear inside the PDF. Some conversion methods leave attachments out, so open the finished PDF and confirm that the message text and any required attachment content are present. If an attachment matters, save it separately or save it as a PDF as well, then keep it with the email PDF.

Conversion can also change or omit information. For legal, compliance, or evidentiary use, follow the applicable retention rules and ask your records or legal contact which method to use. Keep the original MSG file no matter which method you use. It lets you inspect the source email or create another copy later. A technical discussion of MSG conversion also warns that converting MSG files to other formats can lose information.

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