Introduction
IT companies often face difficulties with handling Outlook email archives. Locked emails in PST format may not be suitable for auditing, compliance, documentation, or storage. Collaboration on emails saved in PST format can also be difficult because it requires using Microsoft Outlook.
However, converting PST files to PDF will help to resolve the issue easily. PDF is an uneditable, device-independent format that you can view on any device. In this article, we will learn why IT departments should convert their emails from PST format to PDF, which are some of the most popular conversion tools, and which features to pay attention to when choosing one.
Why Do IT Companies Need PST to PDF Conversion
Outlook is Not Necessary: PDF files can be accessed using mobile phones, Mac, or Windows operating systems without having Microsoft Outlook software installed.
Compliance Issues: The most appropriate format for documents is PDF because it guarantees the authenticity of the content and metadata.
Compliance Issues: The most appropriate format for documents is PDF because it guarantees the authenticity of the content and metadata.
Preservation: PDF files don’t experience problems that come with large or old PST files.
Top PST to PDF Converter Tools Compared
Tool Name | Key Highlights | Best For | Licensing Options |
|---|---|---|---|
Easy UI, retains email attachments | New to IT & Small IT setups | Free Trial / $29 to $299 | |
Original folder structure maintained | Bulk Email Archiving | Free Demo / $39 to $299 | |
Fast batch processing, clean layouts | High-volume conversion | Free Demo / $29 to $299 | |
Advanced filters, deep search, metadata preview | Legal, Audit & Enterprise | Free Trial / $39 to $89 | |
Selective folder export, cross-PST support | Custom/Selective migrations | Free Demo / $49 to $299 |
Important Features to Look for in a PST Converter
In case you are evaluating third-party conversion tools for your IT system, you have to ensure that the tool is equipped with the following features:
Independent Conversion: The software must be able to convert files without needing to install Microsoft Outlook and Adobe Acrobat.
Metadata and Formatting Preservation: The software must preserve metadata, including To, From, CC, BCC, Date, and Subject headers.
Attachment Handling: See if you can include attachments from emails that are to be archived within the PDF output file.
Selective Folder Previewing: A selective preview panel makes it possible to choose specific mailboxes or date range without converting the whole archive
Encrypted File Handling: The possibility of handling encrypted or password-protected PST files is a must-have feature.
General Steps: How Does PST to PDF Converter Work
All enterprise conversion software follows the same basic 5-step process.
Run the software that you've downloaded onto your machine.
Add the PST File(s) to the software (it supports both single mode and batch mode).
Mailbox Folders Preview: View emails and select items that need exporting.
Choose PDF as your required file type.
Destination & Convert - Saves the generated PDFs to the specified destination folder.
Pros & Cons of Third-Party Conversion Tools
Advantages
Saving Time: Does not need saving emails individually but processes all bulk emails at once.
Keeps Original Folder Structures: Keeps your folders as they are for ease of access later on.
Flexible Licensing: Numerous software providers provide demo versions to check the compatibility first.
Disadvantages
Restrictions of Operating Systems: Many tools work only on Windows and do not have a macOS version.
Health Files: Healthy files are required in most of the standard converters for proper processing of data.
Final Verdict
It is important to select a PST to PDF tool that is appropriate for the type of workload and budget of your company. In case you have many audit checks or need to move huge amounts of emails, then the choice of a batch converter tool with searching and filtering functions will save your IT department much time.
Before purchasing the product, make sure that you use the free trial version. This will allow you to try out the tool using one folder as a sample.
Frequently Asked Questions (FAQs)
Q1. Do I need Microsoft Outlook to convert a PST file to PDF?
Most of the third-party conversion utilities available today are standalone and do not require Microsoft Outlook installation on the system.
Q2. How are Email attachments converted to PDF?
Good PST to PDF converters will keep attachments where they are, either embedded within the PDF file itself or as separate files in a folder of attachments.
Q3. Do we have trial versions of these tools that we can test drive before we buy a License?
Yes, most of the popular Software developers provide a free demo version. Get a preview of the features and convert a limited number of items per folder.
