How to Save an Email as a PDF in Gmail

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If you want to save an email from Gmail for offline use, all modern browsers make it easy to virtually print an email to a PDF file. Here’s how to do it on Windows and Mac.

How does it work


Windows and Mac both include a built-in PDF printer. All files you send for printing on this virtual printer are converted to PDF, which is a portable format that preserves document formatting. These files will not be printed on physical paper unless you decide to print the PDF file from a real printer later.

RELATED: What is a PDF file (and how do I open one)?

How to Save an Email as a PDF on Windows

Since almost all web browsers include printing support, you can use Chrome, Edge or Firefox to print your emails to PDF. To get started, open your favorite browser and visit the Gmail site. Next, sign in to your Gmail account if you haven’t already.

Next, open the email you want to save as a PDF. In your mail window, click on the three-dot menu in the upper right corner and select “Print”.

Print option in Gmail's More menu on Windows

In the “Print” window, click the drop-down menu next to “Destination” and select “Save as PDF”. If necessary, configure other options such as layout and margins.

When you’re ready, click “Save” to start creating your PDF.

Print window under Windows

After a while, you will see the save dialog window. In this window, enter the name of your PDF in the “File name” field, choose a folder in which to save your PDF and click “Save”.

Also, Read   How to Recover Deleted Files on Your Mac

Windows file save dialog

Your email will now be saved as a PDF file in the folder you specified. Very easy. You can practically “print” as many emails as you want this way.

How to Save Email as PDF on Mac

As with Windows, you can also use your browser’s built-in PDF printer to save emails in the Gmail web client as PDF files on your Mac. To do this, open the Gmail site in your favorite web browser and log into your account.

Next, select the email you want to save as a PDF. In the email window, click on the three-dot menu in the upper right corner and select “Print”.

Point: If you click “Print” and see a pop-up blocker message in Firefox, click “Preferences” at the top of the Gmail window and select “Allow pop-ups for mail.google.com”. Then click “Print” again.

Print option in Gmail's More menu on Mac

In the print window, select “Save as PDF” from the “Destination” drop-down menu. Adjust other settings if desired. Then click “Save”.

Standard print window on Mac

If you’re using Safari, click the “PDF” drop-down menu at the bottom of the print window and select “Save as PDF.”

Choose Save as PDF in Safari's print dialog

In the save window that appears, enter a file name for your PDF in the box at the top. Then choose a folder to save your PDF and click “Save”. (Safari’s Backup window looks a little different than the one shown below, but the window options are the same.)


Save Window on Mac

And that’s all! The PDF you saved will appear in the location you specified. Repeat this process as often as you want to print more emails to PDF.

Also, Read   How to view and edit Apple Notes in Windows 10

RELATED: What is a PDF file (and how do I open one)?



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