How to Display Full Email Addresses When Converting Outlook Emails to PDF
Question details
The user wants to display complete email addresses instead of just display names with mailto hyperlinks when converting Outlook messages to PDF, and asks whether email attachments are converted automatically.
- Product
- Microsoft Outlook / Adobe Acrobat PDFMaker
- Device & OS
- not provided
- Scenario
- Converting a folder of Outlook emails containing sender/recipient details and attachments into PDF format.
- Observed behavior
- The converted PDF file shows display names linked as mailto hyperlinks instead of revealing the full email addresses. The user is also unsure if their email attachments are included in the final PDF.
Verify whether you are using Microsoft's native 'Save as PDF' feature or the Adobe Acrobat PDFMaker add-in in Outlook, as settings and troubleshooting steps may differ between the two.
Adjust Outlook Display Settings for Email Addresses
The display of sender and recipient email addresses in the converted PDF is controlled by Outlook's contact and view settings rather than the PDF add-in itself.
Acrobat preferences do not control how contact names are rendered. If Outlook hides the full address and only shows a display name, the PDF conversion tool will capture that exact layout.
Open Microsoft Outlook and observe how the sender and recipient names are displayed in the reading pane for the specific email.
Navigate to your Outlook Contact settings or View settings. Ensure that the configuration is set to display the actual email address alongside the contact's name instead of just the display name.
Once the full email addresses are visible in the Outlook interface, use the PDFMaker plug-in again to convert the email folder. The full addresses should now be captured.
Accessing Converted Email Attachments in PDF
Ensure that your file attachments are properly handled and accessible after converting your Outlook messages to PDF.
Use WPS Office for Seamless PDF Management
If you frequently encounter formatting issues or add-in limitations with Microsoft Office, consider switching to WPS Office. It provides a lightweight, highly compatible suite with built-in, reliable PDF conversion tools.
- 1. Download WPS Office: Visit the official WPS website and click the 'Download' button to get the free installation package.
- 2. Install the Suite: Run the downloaded installer and follow the quick on-screen instructions to set up WPS Office on your computer.
- 3. Convert and Manage PDFs: Launch WPS Office and use the native PDF tools to create, edit, and convert documents effortlessly without relying on third-party plugins.
Frequently Asked Questions
Does Acrobat PDFMaker control how email addresses are displayed in the converted PDF?
No, Acrobat preferences generally do not control this behavior. The way sender and recipient information appears is typically determined by your Microsoft Outlook display settings.
Will my email attachments be included when I convert an Outlook message to PDF?
Yes, when using PDFMaker, attachments within an email are automatically converted and embedded. You can access them by simply double-clicking the attachment icon in the resulting PDF.
Why are my email addresses showing up as mailto hyperlinks with just the display name?
This happens because the conversion tool captures the exact view presented by Outlook. If Outlook is configured to show display names linked to mailto actions, the resulting PDF will replicate this behavior exactly.
