How to Convert OST Files to PDF Documents? Best 3 Ways

In this blog, we will explain everything you need to know about Converting OST files to PDF documents. You’ll learn what an OST file is, why users often need to convert Outlook OST files to PDF and share all effective approaches by manually and OST to PDF Converter to fill this query successfully.

OST files are used by Microsoft Outlook to store mailbox data offline, allowing users to access emails, contacts, and calendar and other items without constant connectivity to the mail server. However, OST files are not easily portable or shareable and can only be through the original Outlook profile.

PDF allows users to archive, share, print and view their email data without requiring Outlook or Exchange Server. PDF is a universally acceptable file format that maintains formatting, supports attachments, and is accessible across all devices.

Practical Reasons to Convert OST to PDF

• PDF is smaller in size and can be shared via USB, email or cloud storage.
• PDF can be easily accessed on almost every digital device without depending on Microsoft Outlook.
• PDF files maintain their formatting and make them ideal choices for professional printing.
• PDF supports password protection to protect mailbox data from unauthorized users.
• PDF is acceptable in courtroom for legal purposes and also ideal choice for forensics investigation as
• it is preserved in a tamper proof timestamp that is required for legal document standard.

How to Make OST to PDF Conversion Manually?

If you want to convert OST files to PDF documents manually then we have explained two Outlook native features. But to perform this you must have an active OST file with a configured Outlook profile. If OST cannot accessed then skip manual approach and proceed with alternative solution using OST to PDF Converter as we have discussed in upcoming section. Now, follow the instructions as we have explained below:

Method 1. How to Convert OST File to PDF Using Microsoft Outlook?

1. First, launch Outlook and select email as you wish to export.
2. Navigate to file and click on Print option in the list.
3. Choose Printer as Print to PDF and press the Print button.
4. Select destination for PDF file and press Save button.

Limitations to Use Microsoft Outlook

• You need to repeat the whole process to download each OST email.
• Users must have configured an OST file with Outlook to handle this approach.
• Doesn’t preserve full formatting or attachments automatically.

Method 2. How to Convert OST to PDF Using Print Feature?

1. Open email as you wish to save as a PDF file.
2. Press CTRL+P and go to file and click on Print.
3. Now, Select Printer as Microsoft Print to PDF.
4. Enter file name and click on Save option.

What Challenges Come When Using Print Feature?

• Only allows you to convert individual emails at once.
• Not reliable for batch export.
• Attachments are not saved with email content.

Process to Batch Convert OST files to PDF

1. Download and install OST to PDF Converter then open it.
2. Open Tool and select configured OST file or let me select OST files.
3. Converter display OST mailbox folder or subfolder, now select folders as you want to export.
4. Choose PDF as output format and set file naming option as required.
5. Choose Advanced filter and Check on Ignore System folder hierarchy if required.
6. Set destination path and press Next to start converting OST files to PDF.

Top Benefit to Choose an Automated Solution over Manual Method

• This software allows converting OST to CSV, EML, MBOX and 25+ Saving features.
• It supports auto-detect feature to select batch OST files from default location or also allows to select batch OST files at custom location.
• You can also restore and convert corrupted, oversize, dismounted and inaccessible OST files.
• With this software, you can also use advanced filters such as date range, from, to, subject, exclude folders, organizer, root folder, exclude empty folders, mails, calendars, contacts, create Exception log and many more.
• This software can also come into play when OST cannot be accessed.

How to Ensure File Integrity After Conversion

• Check every email, folder and all data has been transferred accurately. Verify that no messages are lost and each email maintained properly as appears in the OST file. It’s too crucial to maintain a complete record of your mailbox data.
• Email often has specific formatting like fonts, colors, bullet points, and images. After conversion, verify that the PDF retains the original look and structure of your emails so that the content is readable and professional looking. Maintained formatting helps in clarity and context.
• Verify Attachments like documents, images spreadsheet should be preserved and accessed in their default application. Also check email details such as sender and recipient addresses, subject lines and time stamps should be accurate to maintain file authenticity and usefulness.

Conclusion

In this blog, we have shared everything you need to know about Convert OST files to PDF. We explained manual methods as well as also describe OST to PDF Converter Tools. The manual approach only allows to export single email at a time which can be time taking and must be needed configured OST file with Outlook. While OST to PDF Converter can easily export OST file to PDF and capable for batch conversion. This software and ideal choice for both corporate and individual users as it can manage any size of OST file without facing any restrictions.

Helpful Questions

How to Convert OST to PDF Free?

You can convert OST mailboxes to PDF For free being Microsoft Outlook print to PDF feature. Open each email and select Print, and choose Microsoft Print to PDF as printer. Note this method is time consuming, and only reliable to export individual emails.

How do I Ensure Attachments are included in the PDF?

To include attachments in PDF, use dedicated Jagware OST to PDF Converter Tool as it supports embedded or exporting attachments with emails. Manual methods like Print to PDF to save attachments. Always verify the converted PDF file to confirm all attachments are present and accessible.

How do I Export data from OST File?

You can export OST data by opening the OST files in Microsoft Outlook, then using the Export feature to save emails, contacts and calendars to PST, CSV including all Outlook data. If the OST file gets orphaned then use the OST to PST Converter to export data from the OST file.