2 Free Methods to Save Outlook Calendar as PDF file in Easy Steps

Published On - April 8, 2024 by Armaan | Reading Time: 4 minutes

Summary: – Are you looking for a solution that allows you to download or Save Outlook Calendar as a PDF file? Then, this blog is for you. Continue the reading, and you will find the two best and easiest methods to save calendars from Outlook to Portable Document File(.pdf). This solution is workable on all the Outlook versions like 2007, 2010, 2016, 2019, 2021, and Outlook 365.

An Overview of Outlook Calendar and PDF File Format

MS Outlook is a personal information manager offered by Microsoft, which primarily allows users to manage emails, but it even provides multiple functionalities like calendar, task manager, contact manager, note-taking, journal, and web browsing. It is part of the Microsoft Office suite of applications and is widely used in personal information management and business email communication and scheduling. Outlook Calendar is a component of Microsoft Outlook that allows users to create and schedule events, organize meetings, appointments, and other essential things. It offers features such as creating and managing events, setting reminders, sharing calendars with others, and integrating with other Outlook built-in features such as email and tasks. However, sometimes users need to access their Outlook calendar data in another place, but for that, users must have Outlook installed on their system, so all time installing Outlook is not a feasible solution, so users want to download and save Outlook calendar as a PDF file to access it in further use.

PDF stands for Portable Document Format, allowing users to present and display their document data more efficiently. It enables you to represent the documents, including images, and is independent of application software, hardware, and operating systems. PDF contains text, photographs, hyperlinks, interactive elements, forms, and other data types. It is the most common document format to represent some things professionally or personally.

Reasons to Save Outlook Calendar to PDF File

Here are some reasons why you might want to save your Outlook calendar as a PDF:

  • A PDF file is platform-independent and easily viewed or printable on any device or operating system.
  • PDFs allow users to display the original document’s layout, fonts, images, and formatting regardless of the software or platform used to view them.
  • PDFs can store the text message, graphics, hyperlinks, and attachments.
  • It is the most suitable document format to store and preview the contents.
  • PDF files include multiple security features, such as password protection, encryption, and digital signatures, to control access and protect sensitive information.

02 Best Methods to Save Outlook Calendar as PDF file

There are two best methods available to save or download calendars from Outlook to PDF file format. Both of them allow users to copy the Outlook calendar to a PDF file, whether manual or professional. These solutions enable users to back up Outlook calendars with Adobe PDF files.

Method 1: Save MS Outlook Calendar to a PDF File Using Print Option

Implementing the steps below will allow you to save the Outlook calendar to a PDF file: –

  1. First of all, make sure you have the installation Adobe Acrobat Reader on your computer.
  2. Open Outlook and go to the section where the calendar is stored.
  3. Click File and go to the Print option.
  4. Select the Print Option and tap on it.
  5. In the opening Print tab, choose Microsoft Print to PDF from the drop-down list.
  6. You can also customize the settings for more applicable PDFs.
  7. Click on the Print button to continue the process.
  8. Enter the filename and set the location to save the resultant PDF file.
  9. Click on the Save button.

Drawbacks of the Manual Methods

  • A Manual solution is not so easy to perform, and there is also a chance of data loss.
  • The user must be an expert in handling the Outlook application.
  • You will not be able to download more than one file at a time.
  • Users must require the Outlook installation on their system to complete the process.

Method 2: Export Outlook Calendar as PDF file Using Professional Method

If the manual methods do not work for you, then we also have an alternate solution,i.e., the Regain Outlook PST Converter Tool, which allows users to easily convert bulk contacts from Outlook PST files to PDF file format. The software is capable of saving Outlook calendars in not only PDF but in other formats also, like New PST, EML, EMLX, MSG, MBOX, HTML, VCF, ICS, TGZ, and CSV. It supports all the different versions of Outlook PST files, such as 2021, 2019, 2016, 2013, 2010, 2007, 2003, 2002, and below ones.

Free Download100% Secure Buy NowPrice: $39

Salient Key Features of the Software

  • Allows users to convert or save Outlook Calendar as PDF files in bulk.
  • You can also save Outlook PST calendars into MSG, MBOX, EML, New PST, CSV, etc.
  • Enables users to preview all the Calendars data before conversion.
  • Capable of converting single as well as multiple PST files.
  • Support all the Outlook versions like 2021, 2019, 2016, 2013, 2010, etc.
  • The solution allows the import of Outlook Data files(.pst) into Office 365, Gmail, Yahoo Mail, Outlook.com, GoDaddy, and others.

Simple Steps to Save Outlook Calendar as PDF file

  1. Download and Run the Regain Outlook PST Converter Tool.Export Outlook Calendar as PDF file using Regain Software
  2. Click the Add Outlook Files button and browse PST files from your system. Step2
  3. Here, the software shows the preview of all the mailbox files & folders. Step3
  4. Go to the Outlook Calendar folder to view its details and choose the folders you need to save.
  5. Click the Export option>>set the destination path>> choose the saving option as PDF>>built-in features. Convert Outlook Calendar as PDF file
  6. Tap on the Convert Now button to initiate the saving process.


This write-up taught us the two simple methods to save Outlook Calendar in PDF file format. These two methods are more accessible to perform, but you need to check and verify your requirements and then go with the required one. However, we recommend you go with the professional solution because it will help you to save multiple Outlook Calendars in different PDF files at a time.

Frequently Asked Questions

Ques1. Can I download or save Outlook Calendar as a PDF?

Ans. Yes, you can easily save Outlook Calendar in a PDF file by using the Outlook built-in Print option. For more information, you can follow the steps of method 1 explained above.

Ques2. Which is the best software to save calendars from Outlook to PDF?

Ans. Regain Outlook PST Converter is the best and most reliable utility for saving all the calendars from Outlook in PDF format. The software contains capabilities that allow you to save multiple Outlook Calendars in a single go.


Author: Armaan

Hello I have been working in Regain Software for the last 6 months. I have been in the field of writing for many years and worked with many Data recovery companies. Here I am writing technical blogs, Software User Guides and manual methods for email conversion and cloud migration. Now, working on all products of our company. Thanks you

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