Achieve Office 365 to PDF Migration with Expert Solution

Know step by step procedure to move Exchange Online Emails Archive to PDF Document Format

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Are you planning to transfer your emails from Office 365 to PDF but don't know how to do that? Office 365 provides in-built facility to convert Office 365 documents to PDF format, but when it comes at saving emails, then there is no such option. So how can one export Office 365 email to PDF? Read below to know the complete information about Office 365, PDF and reasons and solution for Office 365 print to PDF.

Office 365

Office 365, as the name suggests is an anytime, anywhere accessible application on both Windows and Mac systems. It is a subscription based application, which users can utilize by paying monthly or annually for the purchased subscription plan. The basic O365 plan includes use of MS Office functionalities and other productivity services like Free storage on One drive. The Business or Enterprise license of O365 includes more advance cloud based SAAS products like hosted Exchange, SharePoint, Yammer, Skype for business etc. along with MS Office Suite applications.

Adobe PDF

Adobe Portable Document Format (PDF) is a cross platform file format that is supported by multiple operating systems, like Windows, Mac and Linux. PDF has eliminated the dependency on hardware, software and OS as it ensures viewing of the documents in reliable and accurate manner, no matter what hardware or software was used to create it. But once created in PDF, it will appear the same in all apps with accurate font styles, images, links, buttons, forms, audios and videos. Also, PDF is considered as the most secure file format which is hard to copy, edit and print.

Why Users Go for Office 365 Print to PDF

Though, Office 365 provides cloud based services, but it has some disadvantages too. Some of them are as follows :

  • You have no control on your data as you don't know where your data is stored in cloud. Basically, all your Office 365 data is stored in Microsoft datacentres and is accessible only to Microsoft authorized experts. So, if you have certain issues, then you cannot rectify them immediately as you have to contact Microsoft support and their response may take some time.
  • Security is another major concern of users as their accounts can be attacked by viruses, Trojan horse, ransomware leaving their crucial data vulnerable to corruption or inaccessible. So to avoid these problems, they want to keep their emails safe and secure by converting them into PDF.
  • Office 365 is hard to customize and many big organizations need flexible software so as to meet their specific business requirements, which Office 365 fails to provide.

Solution to Move Exchange Online Emails Archive to PDF

There are two methods possible for exporting O365 emails to Adobe PDF

Solution#1. Manual Method

There is no direct method for transferring emails from Office 365 to PDF. But yes there is a manual method using which you can achieve this task. Follow these steps to do so :

Stage 1 : Access O365 emails in MS Outlook using Powershell command

Step 1 : Connect with Office 365 portal

  • Now login with your Office 365 admin account details (for example admin@example.onmicrosoft.com) $UserCredential = Get-Credential
  • Enter the below syntax to access Office 365 account in Outlook : "$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://outlook.office365.com/powershell-liveid/ -Credential $UserCredential -Authentication Basic –AllowRedirection"
  • Run the following command "Import-PSSession $Session"

Step 2 : Provide Access Right to mailbox to initialize export process

  • The below command will provide xyz@xyzexample.onmicrosoft.com full access rights to export abc@example.onmicrosoft.com mailboxes from Office 365 mailboxes to Outlook. "Add-MailboxPermission – User xyz -Identity abc -AccessRights FullAccess -InheritanceType All"

Step 3 : Now Create a New User Account in Outlook

  • Start MS Outlook, configure xyz@xyzexample.onmicrosoft.com user account. Ensure that abc@example.onmicrosoft.com user account is displayed on the left pane of Outlook window. The configuration process will complete in a few minutes.
  • Once the configuration process is completed, you can get all your emails displayed for the configured account.

Step 4: Remove Permissions

  • Use the following command to remove previously assigned permissions : "Remove-MailboxPermission -User xyz@xyzexample.onmicrosoft.com -Identity abc@example.onmicrosoft.com -AccessRights FullAccess"

Step 5: Close PowerShell Session

  • Exit the opened the session: "Remove-PSSession $Session"
Stage 2 : Convert Outlook emails to PDF via Acrobat Reader

First Download Adobe Acrobat Reader. Now Open Outlook 2010 and click on Adobe PDF displayed on the Menu bar. In the sub menu that follows, there will appear four tabs. You need to use first two tabs to export data from Office 365 to PDF, as shown below :

Problems with Manual Method

  • As you can see manual process is a very lengthy and missing a single step may lead to permanent data loss.
  • The process involves very complex steps and may not be suitable for non-technical users.
  • Not feasible for large data migration

Solution#2. Move Exchange online Emails Archive to PDF with Expert Solution

Considering the problems of manual method, many users are unable to migrate their cloud database to PDF. If you are also one such user, then don't worry as you can now do so easily with Office 365 Convert to PDF utility. The software provides easy, quick and accurate migration of Office 365 emails to Adobe PDF document. Its Application Impersonation is one of the best feature that allows transfer of unlimited emails from multiple O365 user accounts into PDF format at once. Moreover, the software provides dual options to save attachments, either embedded within the document and save them in a separate folder. It's a Windows based application and is supported by all Windows editions, including Windows 10, 8.1, 8, 7 etc. Follow the below steps for complete Office 365 - PDF tutorial :

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Advantages of using Office 365 to PDF Migration Tool

  • Bulk import Office 365 mailboxes to Adobe document at once
  • Easy graphical interface is helpful for all users
  • Save attachments in dual options
  • Maintains folder hierarchy of source as well as output data
  • Dual options to save PDF either as a single PDF for all emails or separate PDF for each message
  • Filter option to convert specific Exchange online data before migration
  • No file size limitation for printing emails from Office 365 to PDF

With Office 365 to PDF Free trial software, users get the benefits of understanding its complete working beforehand. Free demo edition works just like the licensed edition but is limited to convert first 100 emails to Adobe document, without any charges. Once you are satisfied with the free edition, you can purchase its licensed version.

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