The PST file format is commonly used by MS Outlook to store various types of data such as email messages, contacts, tasks, etc. However, PST files have size limitations and can only be accessed through MS Outlook. This restricts their usability with other email clients, leading users to seek conversion to PDF format. PDF files are widely supported by various mail clients, apps, and software, making them a more versatile choice. Additionally, PDF files offer enhanced security options, such as password protection. When Convert PST to PDF not only allows for easy switching to other mail clients but also provides a secure and flexible way to access the data through various apps and software. Therefore, let’s know the ground reason why users need to convert OST files into PDF files.
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Why do we need to Convert PST files into PDF file format?
There are several reasons why converting PST files into PDF format is essential, but the following five reasons stand out as the primary reasons for this conversion:
- Minimize the risk of data loss and corruption.
When we convert PST files to PDF format, this is a great way to preserve our data for the long term. PDF files are widely recognized and standardized, which means they maintain the integrity of your files and minimize the risk of data loss or corruption.
- Universal compatibility
PDF can be opened and viewed on almost any device or operating system without requiring specific software or email clients. So, by converting your PST files to PDF, you ensure that your data can be accessed and read on different platforms.
- Enhanced security
PDF files also provide enhanced security features. You can protect them with passwords, encryption, and digital signatures, which adds an extra layer of security to sensitive PST files. This way, you can prevent unauthorized access and keep your data safe.
- Easy to Share
Another benefit of converting PST files to PDF is the ease of sharing and collaboration. PDF files are highly portable and can be easily shared with others, regardless of the software or platform they use.
- Easy to manage files.
PDF files are extremely easy to handle and manage anywhere due to their flexibility, as they can be easily moved in any operating system, file management apps, software, and various mail clients.
Methods to Convert PST to PDF file format.
There are two methods of converting PST to PDF: Using Adobe Acrobat and the professional method. Based on my experience, I will explain the best way of Adobe Arcobat and the best tool for professional methods along with the process and their advantages.
1. How to Convert PST File to PDF Using Adobe Acrobat
The Adobe Acrobat plugin for Outlook allows for effortless conversion of emails to PDF format while preserving formatting, attachments, and relevant details. This feature is especially useful for archiving, sharing, or printing important emails. Despite its higher cost, Adobe Acrobat’s extensive features, including the Outlook plugin, make it a favoured choice for professionals and organizations in need of advanced PDF capabilities. If you have enough budget then you may go for this method.
Below I’ve listed the easy steps to perform this method:
- Step 1: Launch Adobe Acrobat Pro DC.
- Step 2: Then Export emails from PST in Outlook to create individual .msg files.
- Step 3: After that, Open Adobe Acrobat and go to “Tools” > “Create PDF.”
- Step 4: Next, Select “Multiple Files” and click “Create.”
- Step 5: Now, Add the .msg files exported from Outlook.
- Step 6: Rearrange files (optional) and adjust settings if needed.
- Step 7: Afterward, Click “Combine” to convert the .msg files to PDF.
- Step 8: Finally, Save the resulting PDF files to your preferred location.
Adobe Acrobat is primarily designed for working with PDF files rather than handling PST files. If you encounter limitations or issues during the conversion process, you may want to consider alternative professional tools specifically designed to Convert PST to PDF conversion or explore other methods for achieving your desired outcome.
2. How to Save PST File into PDF Using Professional Method:
There are various professional tools to convert PST to PDF but the Sysinfo PST to PDF Converter is the most reliable, secure, and user-friendly tool based on a 4.9 rating (1155 rating). This tool advanced features Like Converting OST to PST files as well as DOC, DOCX, TXT, DOCM, JSON, VCF, ICS, etc along with all attachments. This tool also allows migrating swiftly from bulk OST files to other mail clients such as Gmail, Thunderbird, Office 365, Yahoo Mail, Zoho Mail, AOL, etc.
Apart from that, It’s not limited to only this as it allows many features to make the fast conversion without losing any data and provide output data in the proper hierarchy without any duplicate files and you can easily encrypt the resultant PDF using password protection.
Additionally, It’s compatible with all Windows and Mac OS, moreover, you can download its free version to explore this tool free of cost.
Below I’ve listed the easy steps to perform this method:
- Step-1 Launch the Outlook PST to PDF Converter as an administrator.
- Step-2 Choose the Multiple Files/Folder option.
- Step-3 Click Next to proceed.
- Step-4 Select the folders you want to convert from the tree structure.
- Step-5 Preview emails and attachments, then click Next.
- Step-6 Choose the saving format as PDF from the dropdown.
- Step-7 Set the destination path for the output folder.
- Step-8 Click Convert to start the PST to PDF conversion process.
- The steps of the Sysinfo PST to PDF Converter may seem long due to its various options and features. However, its user interface is extremely simple, so you can easily proceed step by step according to your requirements.
# Why we should use a Professional method over Adobe Acrobat to Convert PST to PDF?
Professional tools specifically designed for PST to PDF conversion offer specialized features. They ensure accurate and efficient conversion of PST files to PDF format. The main reason to choose a professional tool over Adobe Acrobat is given below:
- Professional tools can convert Large PST Files swiftly in a reliable manner.
- Advanced Conversion Options: Able to convert PST files to various File formats as well as migrate the PST file to many email clients.
- Maintain Proper Folder Hierarchy and auto-detect duplicate files.
- Advanced features like the Date range filter.
- User-Friendly Interface.
- Option to secure PDF files by setting a password.
Overall, a professional method to Convert PST to PDF file format is a better option as it provides superior functionality, specialized features, and a smooth transition compared to Adobe Acrobat, which mainly concentrates on PDF editing and manipulation rather than dedicated PST conversion.
In this article, I have outlined two approaches for Converting Outlook PST files into PDF format along with their uses, process, advantages, and limitations as well as why we should use professional methods over Adobe Acrobat. Based on my experiences and the information in this article, it is clear that a professional tool like Sysinfo PST to PDF is best pst to pdf converter.