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How to save, export and print emails
Gmail, Outlook, Apple Mail, Yahoo: save as PDF, download, export, archive, attachments, printing.
How to archive emails in GmailHow to archive emails in Gmail: select them and click the Archive button (the box with a down arrow), or press E with a message open.How to archive emails in OutlookHow to archive emails in Outlook: select them and click Archive (or press Backspace); the messages move to the Archive folder and stay searchable.How to archive emails in Outlook on MacHow to archive emails in Outlook on Mac: select them and click Archive in the toolbar, choose Message → Archive, or press Control-E; the messages move to the Archive folder of that account.How to automatically archive Gmail with filtersTo automatically archive Gmail, create a filter whose action is Skip the Inbox (Archive it); matching mail then goes straight to All Mail with any label you add.How to backup Gmail emailsHow to backup Gmail emails with the built-in tool: open Google Takeout, select Mail, create the export and download a ZIP with an MBOX file holding every message and attachment.How to backup Outlook emailsThe standard way to backup Outlook emails is a .pst export: File → Open & Export → Import/Export → Export to a file in classic Outlook for Windows, which writes the whole mailbox to one file you can store anywhere.How to backup Yahoo email to a hard drive, folders includedTo backup Yahoo email you need a desktop client, because Yahoo Mail has no export button and no equivalent of Google Takeout.How to download all attachments in GmailHow to download all attachments in Gmail from one email: open it and click the Download all icon at the right end of the attachment row; Gmail hands you a ZIP.How to download all attachments in Outlook at onceTo download all attachments in Outlook from one email, click the arrow next to any attachment and choose Save All Attachments (classic Outlook) or click Download all above the attachment list (new Outlook and the web).How to download an emailHow to download an email: in Gmail use the three dots on the message and Download message to get an .eml file; in Outlook drag the message to a folder for a .msg; in any client use Print, Save as PDF for a document.How to download attachments from Gmail and save them to Drive or your computerHow to download attachments from Gmail: open the email, hover over the attachment and click the download arrow; the file goes to your Downloads folder.How to download emails from GmailHow to download emails from Gmail: open a message, click the three dots and choose Download message; Gmail saves it as an .eml file with the attachments inside.How to download emails from OutlookHow to download emails from Outlook: drag the message from the list to your desktop in classic Outlook (you get a .msg file) or use More actions → Download in new Outlook and Outlook on the web (you get an .eml file).How to export Gmail emailsYou can export Gmail emails in bulk with Google Takeout, which writes every message of a label or the whole account into an MBOX file.How to export Gmail emails to PDFTo export Gmail emails to PDF you have two built-in routes: the printer icon for one message or one thread, and Google Takeout for many messages at once.How to export Outlook emailsHow to export Outlook emails: use File → Open & Export → Import/Export → Export to a file in classic Outlook for a .pst copy of the mailbox, or drag messages out of the list to get one .msg file per email.How to export Outlook emails to PDFHow to export Outlook emails to PDF: select the messages in classic Outlook and print them to Microsoft Print to PDF, which asks for a file name per email, or drag the messages out as .msg files and convert them.How to export emails from Gmail to another Gmail accountHow to export emails from Gmail to another Gmail account: the quickest way is the new account's Import mail and contacts setting, which copies the old mailbox over a few days.How to open a PST fileTo open a PST file, use classic Outlook for Windows: File, Open & Export, Open Outlook Data File, and the mailbox appears as a folder in the pane.How to open an EML fileTo open an EML file, drop it onto this page: the message is rendered in your browser with headers, body, inline images and attachments, and you can save it as PDF.How to open an EML file in GmailHow to open an EML file in Gmail: click the .eml attachment in the message and Gmail shows it as an attached email with its own sender, subject and attachments.How to open an MBOX fileTo open an MBOX file, drop it onto this page: SaveMail lists every message in the mailbox, lets you read each one with attachments, and saves any of them as PDF, all in your browser with nothing uploaded.How to open an MSG fileTo open an MSG file without Outlook, drop it onto this page: SaveMail parses the Outlook message in your browser and shows the headers, body, inline images and attachments.How to print all attachments in OutlookHow to print all attachments in Outlook at once: open the email in classic Outlook, click File → Print → Print Options and check Print attached files; the message and every attachment go to the default printer.How to print an emailHow to print an email: open the message, press Ctrl+P or Cmd+P (or pick Print from the three-dot menu), choose your printer and click Print.How to print an email from iPhone or iPadHow to print an email from iPhone: open the message in Mail, tap the reply arrow, choose Print, select an AirPrint printer and tap Print.How to print an email on a MacHow to print an email on a Mac: open the message in Apple Mail and press Cmd+P, pick the printer and click Print; Outlook for Mac and webmail in Safari use the same dialog.How to print an email to PDFHow to print an email to PDF: open the message, press Ctrl+P or Cmd+P, choose Save as PDF (or Microsoft Print to PDF) as the printer and save.How to print email from GmailHow to print email from Gmail: open the message and click the printer icon at its top right; the print dialog opens and you choose a printer or Save as PDF.How to print email from OutlookHow to print email from Outlook: open the message and press Ctrl+P (File → Print in classic Outlook and on a Mac, More actions → Print in new Outlook and on the web).How to print email with attachmentsTo print email with attachments you print twice: the message through the client's Print command, then each attachment from the app that opens it; only Outlook for Windows can send both in one job.How to save Gmail as PDFHow to save Gmail as PDF: open the message, click the printer icon and choose Save as PDF as the destination.How to save Outlook email as PDFHow to save Outlook email as PDF in any version: open the message, choose Print (File → Print in classic Outlook and on a Mac, More actions → Print in new Outlook and on the web) and pick a PDF printer, or the PDF button on a Mac, instead of paper.How to save Outlook emails to your computerHow to save Outlook emails to your computer: drag them from the message list into a folder on your desktop; classic Outlook writes one .msg file per email, new Outlook and Outlook for Mac write .eml.How to save an Outlook email as a fileHow to save an Outlook email as a file: drag it from the message list to your desktop; classic Outlook writes a .msg file, new Outlook and Outlook for Mac write an .eml.How to save an email as a PDFHow to save an email as a PDF: open the message, choose Print, and pick Save as PDF as the printer; every major client supports this.How to save an email as a PDF on MacHow to save an email as a PDF on Mac: in Apple Mail select the message and choose File, Export as PDF; or press Cmd+P and use the PDF menu in the print dialog.How to save an email as a PDF on iPhone and iPadHow to save an email as a PDF on iPhone: open the message in Mail, tap the reply arrow, choose Print, then share the preview and pick Save to Files.How to save email to Google DriveTo save email to Google Drive, download the message as a PDF or .eml file and upload it to a Drive folder; Gmail has no Save to Drive button for the message itself, only for attachments.How to save email with attachmentsHow to save email with attachments in one file: download the message as .eml (Gmail: Download message) or .msg (Outlook: drag to the desktop or File, Save As); both formats keep the attachments inside.How to save emails to a flash driveHow to save emails to a flash drive: export the messages as files first (.msg by dragging out of Outlook, .eml from Gmail's Download message, .mbox from Google Takeout, PDFs from any print dialog), then copy the files to the drive in dated folders.How to save emails to a folderHow to save emails to a folder depends on which folder you mean.How to send PDF to email: attach or linkHow to send PDF to email: open a new message, click the paperclip (Attach), choose the PDF and send; Gmail takes attachments up to about 25 MB and Outlook.com about 20 MB, beyond which both switch to a cloud link.Yahoo Mail archive: how to archive emails and keep a copy on your hard driveThe Yahoo Mail archive is a folder: pressing Archive moves a message out of the inbox and into it, nothing more.