Monday, 29 September 2014

Know How to Save Gmail Emails as PDF Format

Gmail email application is a world-wide used application and is highly reliable service. It might not be wrong to say that every person who is active on internet has at least one email account on Gmail and of course the emails belonging to this account are very much important. So what makes Gmail so popular? If you too are a dedicated user of Gmail, then the answer must be known to you. The very first thing is it is FREE of cost and provides massive storage capacity. Web-based email application and hence is anywhere-functional. Functions like labels, filters, multi-star-flags, Google-labs, fast-search, etc. makes Gmail a smart application for smart users.

But does this application lets you access emails offline? Or does it provide you guarantee of not losing your data saved on cloud? Unfortunately Gmail service fails to do so and hence it’s your responsibility to take care of our important email data.

Why is Cloud not Safe for Crucial Data?

Data saved on cloud has its own benefits but the loopholes in technology helps hackers to play with your crucial data. Many such incidents have happened earlier also which made many users to lose the email data. Accidental deletion, malware attacks, sync-errors, user-error, etc. are other reasons which can cause permanent email data loss. In such situation it will not be wise to take chances with your emails and hence generates a need to save emails on local drive so that your emails are safe with you.

How Can Saving Email as PDF File Protect It?

PDF file format also known as Portable Document File has its own advantages. This file is not only a printable and most popular file format. It also allows you to protect the data inside by applying passwords in it. The email data is intact and can be saved in your local hard drive and your email can be accessed without any internet connection also. You can also send this email via attachment to other users with a password applied on it so that its misuse is checked.

Procedure to Save Email as PDF File:

Just to be on safe side you can utilize the inbuilt functionality of converting emails to PDF files to safeguard your emails. You will not require taking a snapshot of your email and your complete email will get converted into PDF file. No need of downloading any external software or tool for this conversion. You just need to follow the following procedure;

Step 1: Log in your Gmail account whose email you want to convert to PDF.

Step 2: After successful log-in, open the email (You can also open this email in separate tab if you want).

Step 3: Now go to right extreme of that email, you will be able to see many options.

Step 4: Click on “Print Icon” or go to the drop-down menu and choose “Print” option.

Step 5: Now another window will open with Print details. Remember that you need not to print the email, you just want to save it as PDF file. Here check the Destination option. In case it shows other details like your printer name click on Change option.

Step 6: Now you will get more options, here go to the option of Save as PDF in this window as shown below. 

That’s it! Now you have your important email as a PDF file saved in your hard drive. PDF file with single email data hardly takes memory space and hence can be saved anywhere you want to. You can perform same procedure with other emails also one by one a there is no inbuilt facility available to save your emails in bulk as PDF file. This might take time but your emails data will be always safe with you. In case you want to save all emails in your hard drive then you will need some external help. Many third party tools like Gmail Backup tool provide service to backup all the emails of your Gmail account. It will help you save all the emails instead of wasting time in saving email as PDF one by one.

The method mentioned above is a smart technique of saving important and confidential emails as PDF files if you want to save few emails. However if you need to save all the emails then you will have to make a wise decision to safeguard your emails through better means.