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Summary: Gmail serves as a reliable email platform for business and personal use, but there are compelling reasons to save emails as PDF files. PDFs offer safety, offline access, and easy sharing. The article details how to manually save Gmail emails as PDFs but highlights limitations for bulk conversion. It recommends using the Kernel Gmail Backup Tool for efficient PDF backup of Gmail mailboxes, emphasizing its user-friendly interface and versatile format support.

Gmail is a dependable email platform for business communication. With Google domain services, users can establish professional email IDs, making it a versatile choice. Gmail offers seamless file sharing, allowing the exchange of documents, photos, and spreadsheets. This convenience extends to students and casual users. However, there are occasions when saving emails as offline files is essential, and converting them to PDFs is a straightforward method for reading and transferring documents.

PDF, or Portable Document Format, files are primarily intended for viewing rather than editing. They maintain document integrity, ensuring easy sharing and accessibility across devices, denoted by the .pdf extension. PDFs prioritize data safety and security, incorporating various restrictions and password protection mechanisms, including PDF owner passwords and user passwords, to safeguard PDF content.

Reasons to Save Gmail as PDF

But why do we need to save Gmail emails as PDF files? Let us see the main reasons:

  • PDFs are very safe and easy to save data in a very convenient way without using so much brain
  • Gmail emails can be viewed only with an internet connection because email servers require an internet connection to log in. Therefore, saving it as a pdf is the better option.
  • To avoid data loss, email accounts get hacked easily, so better to save data as pdf.
  • PDF files are easy to go through and can be easily stored on your phone and systems.
  • Complete data integrity makes PDFs easy to share anywhere using any platform like emails, WhatsApp, Skype, etc. Even you can encrypt these PDF files; different tools are available to protect your pdf using the password.
How to save Gmail data as PDF files?
  1. Go to the Gmail site and sign in with your credentials.
  2. Now, go to the email you want to save as a pdf.
  3. Click on the three-dot horizontal line at the top right corner.
  4. A drop-down menu will appear; click on the Print on the Print option
  5. Now, a Print page will appear; at the top right corner, change the Destination to Save as PDFSave as PDF
  6. Now Save as a window will appear. Here, navigate to the desired location and click on the Save on the Save button
  7. Now you can go to the specified location and open the email as a PDF file (using Adobe Reader or a web browser).

Limitations of manually saving Gmail emails as PDF

The previously mentioned manual approach for converting Gmail to PDF is effective when dealing with a single email or select emails. However, for users seeking to convert all their emails into PDF format, this method is not ideal, as it only supports one-at-a-time conversion. Attempting to convert emails individually can be time-consuming and labor-intensive.

Automation tool to backup emails as PDF

To overcome the constraints of the manual method, consider utilizing the Kernel Gmail Backup. With this tool, users can efficiently back up emails from Inbox, Sent, Trash, and other folders in PDF format. It simplifies the process, allowing users to back up their entire Gmail mailbox in PDF with just three straightforward steps.

The tool boasts a user-friendly interface tailored for non-tech-savvy individuals. It goes beyond PDF backup, supporting multiple formats like PST, MSG, HTML, MHT, DOCX, DOC, and EML. Moreover, it facilitates the preservation of archived Gmail emails in PDF format, ensuring data integrity. This versatile tool also enables selective migration through advanced filters, including date filtering, exclusion of deleted and empty folders, hierarchical storage, and the option to skip previously migrated items.


I trust you’ve found the methods discussed above suitable for your Gmail to PDF conversion requirements. We’ve presented two approaches for direct conversion. While manual conversion works well for a small number of emails, the Kernel Gmail Backup tool excels when backing up multiple Gmail mailboxes. It’s a comprehensive solution for email backup. Should you have any questions or uncertainties, our support team is available around the clock to assist you.