PST files are among the most common methods of storing emails in outlook. The Personal Storage Table (PST) files are common in Microsoft Outlook; they are personal mail storage folders where users keep their email data. As for the benefits of PST files, the first is the inclusion of virtually all sorts of data a user might need – emails, meetings, contacts, and tasks, all saved in one digital storage unit. For simplicity, the application pronounces the grouping of the data types and makes it easier for the user to manage his or her personal data and back it up. Second, PST files are handy since you can access them even when you are offline. It is possible to read and compose messages and work with other data offline which will be rather helpful for those who travel a lot, or have an internet connection that does not work properly. Last, but not least, PST files are convenient in sharing information between devices – always helpful when switching computers or software.
However, there are lots of drawbacks of PSTs.
Interestingly, like virtually all file formats, PST files also come with their fair share of drawbacks. An important disadvantage is that they become contaminated rather quickly. PSTs may become corrupt and thus may lead to information loss as PSTs continue to increase in size. This problem is compounded by the fact that PSTs have a file size – and if this size is exceeded, it is sure to experience file corruption. Another limitation refers to compatibility. PSTs are best used in Microsoft Outlook and are generally only available and can only be imported and used for Microsoft Outlook. PSTs are though not inherently secure. They can be accessed by any other person who uses your computer other than covering the locality by the use of passwords. Of all the things PSTs are best suited for, it is for sending and receiving emails – not for purposes of sharing the mailbox for someone else to go through.
This is the reason behind the need to convert PSTs into PDFs.
When it comes to file sharing, Portable Document Format (PDF) files overcome most of the challenges associated with PST files. In the first place, PDFs are portable, which implies that PDFs can be viewed on any operating system or device without requiring a certain application such as Microsoft Outlook. These compatibility features mean that no matter the device being used, the information can easily be shared as well. Second, PDF is a very safe format because lots of options help to protect the document. Some of its advantages include that they can be password protected or encrypted and limitations such as non-editing or copying or printing of contents of the file can be placed hence making it more secure than filing important documents in a folder. The other benefit that can be derived from PDFs is its stability and reliability. While PST files are easily corruptible and your data may become utterly unusable after a few years, PDFs are not easily corruptible. Also, PDFs are useful where the document must be saved in an archive because PDF file format maintains the formatting of the original document. What they display is the same when using a PC or Mac, a browser, a smartphone, or a tablet, or any other software.
Convert PST File to PDF Format : Methods
Method 1: Use print to PDF function in outlook.
If you want to convert just a few emails, you can do this in Microsoft Outlook rounding up all the unread messages and selecting some of the tabs. The process involves an outlook PST file where you’ll find the particular emails or other items in Outlook to be converted and then cut and pasted to use the print option to get a PDF copy converted and saved. This method enables you to choose precise emails/items, with which you are in a position to determine which pieces of the PST file to convert. Nevertheless, there is a disadvantage with this approach and that it cannot be utilized for converting numerous emails conveniently.
Method 2: Utilize a PST Conversion Tool.
There are software which are readily available in the market for PST to PDF conversion which are very efficient. In general, these tools provide easy-to-navigate graphic interfaces; a user can choose PST files he or she wants to convert and decide what settings the output PDFs should have. Some of these tools also offer additional functionality like specified above: batch conversion (converting one or more PST files simultaneously); selective conversion (converting certain emails or folders Pavel converted using Stellar Outlook PST to MSG Converter program); and conversion keeping intact the structure and formatting of the Outlook data. However when choosing a pst converter tool ensure that it goes through decent testing on basic, qualitative factors such as; ease of use, speed of conversion and its ability to handle big pst files.
Steps to Use PST File Converter Tool (Expert Recommended - BLR PST Converter Tool)
Step 1: Download, set up, then open the BLR PST File Converter Tool..
Step 2: Click the Add File option, select the PST files you wish to convert, then click OK.
Step 3: Select file which user want to convert and click on “Next”
Step 4: The software will provide a preview mode after loading. Choose anywhere to view the message for any file. [Optional]
Step 5: Click Export then select the folders you wanted to export.
Step 6: Choose the process of exporting file options as recommended for your needs.
Step 7: Click Browse and provide a path to save the converted file.
Step 8: For starting PST file conversion, click Export.
Method 3: Ask for professional help.
If you ever require the assistance of a versatile approach then it is advisable to use the professional PST to PDF conversions services. These services are especially beneficial where many conversions are required and especially dealing with large data. In general the profession provides a higher degree of specialization. And when it comes to unique approaches, such as converting large PST files, or ensuring data is safe/untouched or needing to be matched to a certain outlook compliance/ archiving requirement. Sure, this option costs more than using software or manually doing the conversion for hours, but it is easy and always comes out well.
Bottom Line
In this blog , Converting PST files into PDFs is essential for ensuring data accessibility and secure archiving. The three methods discussed—using the "Print to PDF" feature, employing Adobe Acrobat, or leveraging third-party tools—each cater to different needs. While manual methods are suitable for smaller conversions, professional tools like BLR PST to PDF Converter Tool ensure efficiency, accuracy, and batch processing. Choose the method that aligns best with your requirements to seamlessly convert PST emails into PDF format.
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