How to Save Gmail Messages as PDF for Offline Reading?

In 2022, Gmail was one of the top free webmail services available for mankind. However, not being able to access emails offline is still the biggest concern of many Gmail users. Therefore, in this blog, we showcase some of the methods using which any user can save Gmail messages as PDF for offline reading. Additionally will provide a lime-light on the needs and benefits of saving emails for offline reading.

Why Saving Gmail Messages as PDF is Important?

As we all know, Gmail provides the best services and that is why users are fully dependent on it. Whether it is for personal usage or professional, most of users prefer Google accounts. The Gmail account contains important data such as emails, calendars, address books, notes, etc. It makes the work quite easy as the user gets all his documents in a single email client.

Reasons & Benefits When You Download Gmail Emails as PDF

Know the main reasons and the benefits of saving Gmail emails to PDF files.

• Offline Access: Being a webmail service, Gmail restricts its users from accessing emails in the unavailability of an internet connection. By saving messages in PDF format, users can easily read emails and access attachments in offline mode.
• Easy to Share Messages: Sometimes users prefer to share messages in unalterable format and the best way is to save Gmail as PDF. As the messages stored in the PDF files cannot be altered without any trace.
• Google Account Hack: There is no doubt about the security of Google but unauthorized activity i.e., account hacking is still happening. The priority of a hacker is to delete the data and sometimes a user gets blocked & cannot log in to their account.
• Size Limitation of Gmail: Once Gmail exceeds its storage limit a user is not able to send/receive a message. Therefore, if users download Gmail emails in bulk locally then, they can easily delete unnecessary emails.
• Human Error: If someone deletes the mail items by mistake then it is a laborious task to retain the data. And it can be possible within the retention period only.

If the user saves all Gmail messages offline then they can easily avoid all such issues related to the Gmail account. Apart from this, they can work offline without any network connectivity. If a user is facing any issue i.e. data loss, or data corruption then he/she can easily get back the data.

Quick Trick to Save Multiple Emails as PDF 

1. Install the tool and log in with your Gmail details.
2. Choose the Export type and Category to import.
3. Set the location to save the exported file.
4. Hit the Start button to save Gmail messages.

Manual Method to Save All Gmail Messages Offline

Note: There is no manual way to directly save multiple Gmail messages into PDF format. However, emails can be saved in other formats for offline reading.

1. Login to your Google Account with the correct username & Password.
2. Click on the profile picture and go to My Account tab >> Personal info & Privacy >> Control Your Content.
3. To store the content click on Create Archive.
4. Here user will receive the complete list to download emails on the PC.
5. First, click on Select None, then select those files which need to be stored.
6. Click on the Next button >> Create Archive.
7. Now a message will appear that is An archive of Gmail emails is currently being prepared.
8. The user will receive an email, whenever the download procedure is complete. Until the time he/she has to wait after receiving the mail, one can proceed to store Gmail inbox on his desktop.
9. Whenever the email will receive open it and click on Download Archive.
10. Sign in again and it will download the Gmail labels backup file in .zip format.
11. Extract the mail items by using an archiving utility such WinRAR or WinZIP.

Limitation of Manual Solution

No doubt this is a free method to download gmail emails as PDF but also has multiple limitations. Get to know here:

• The manual method for saving Gmail messages is quite tricky and doesn’t provide a direct solution to access mail in offline mode.
• Most users are stuck in the download procedure reason it takes much time for a large amount of data. Sometimes it takes 2 hours & sometimes 2 days and after spending a lot of time and effort there is no guarantee for the exact output & data loss may occur.
• There are only limited attempts to download the archive. If the archive download failed due to internet connection loss, then after a few attempts, you need to re-request a new archive.

Save Gmail Messages as PDF Using the Automated Solution

To avoid the limitation imposed by the free manual solution, most of the experts suggest professional tools. One of the best software that is recommended by most experts is Free Gmail Email Backup Tool. This software allows the user to save Gmail messages into different file formats i.e., PST, MBOX, EML, MSG, and PDF.

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By saving Gmail messages in PDF format, you can access the emails and attachments in Offline mode. Or you can save in the desired format and use a free viewer available in the market for offline reading. This tool generally becomes most useful when your Gmail storage space full.

Benefits of Automated Software Solution

Know the additional features of the suggested software to save Gmail emails to PDF format.

1. Directly save your Gmail emails into a PDF file for offline reading
2. Provides an option to store emails in multiple formats
3. Option to save selective Gmail mailbox
4. Incremental option to save new emails in next attempt
5. Delete after download feature that allows saving server space

Quick Steps to Save Gmail Messages as PDF

Get the tool from the above download button and launch it. Open the tool and follow the steps:

• Login into the utility via Gmail id and its password to download gmail emails as PDF format.

• Select the export type as PDF and the category as Emails.

• Browse the location to save emails and attachments as PDF files.

• Use the Apply Filter option for saving particular folder messages.

• Finally, hit the Start button to initiate the process and download Gmail emails as PDF.

Summing Up

This entire discussion provides all the reasons, benefits, and solutions to save Gmail messages as PDF. The manual and automated solutions both are good at their place. But when it comes to mail attributes, We think no one can afford a huge data loss. Therefore, to avoid these circumstances one can opt for the aforementioned software to save all Gmail messages offline.

Also Read: How to Export PST File From Gmail Email Account

FAQ

Q1. How do I save a Gmail message as PDF file?

You can simply save emails by using your Gmail account, select the emails and save them as PDF files

Q2. Can save the emails with the attachments?

Yes, using the automated solution, you can simply email messages with their attachments.

Q3. Is it good to save email from Gmail accounts?

Yes, this is a good practice to save your important emails locally to avoid any kind of data leak issues.