Open the newsletter and use Print. In Gmail, More > Print; in new Outlook, More actions > Print > Print with the Microsoft Print to PDF printer; on a Mac, File > Print > PDF > Save as PDF. On Substack, writers reported in May 2026 that the three-dot menu offers Open as PDF.
The steps come from Gmail, Microsoft, Google Chrome, Apple and Substack help pages, read on October 6, 2026, plus two dated posts by Substack writers. Names can vary by version and language.
This guide is part of A guide to saving articles and reading them later, which organizes every guide on the topic.
How do I save a newsletter as a PDF from Gmail?
According to Gmail Help, on a computer:
- Open the email.
- At the top right of the email, click More, then Print. For the whole conversation, use Print all.
- In the print window, pick the destination. Chrome offers Save as PDF, per its printing help; on a Mac, use the PDF button.
Gmail notes that if the sender used confidential mode, the message text and attachments can't be printed.
What about Outlook?
Microsoft Support explains that new Outlook doesn't include PDF among its Save as types, but the Microsoft Print to PDF utility in Windows 10 and Windows 11 prints any message to a PDF:
- Open the message and select More actions > Print > Print.
- In the Printer dropdown, select Microsoft Print to PDF, then Print.
- In the Save Print Output As box, choose a folder and a file name, then choose Save.
The same page gives equivalent steps for classic Outlook and for Outlook on the web or Outlook.com.
What about a Mac?
Apple's Mac User Guide describes the method for an open document: File > Print, the PDF button (or its menu) > Save as PDF, then a name and location. Security Options lets you require a password to open, copy or print it. It works in Mac apps that have File > Print.
What if the newsletter is on Substack?
Substack's help center doesn't document a per-post PDF (we searched on October 6, 2026). What exists are writers describing it:
- Rob Melton wrote on May 1, 2026 that Open as PDF appeared in the three-dot menu at the top right, rendering an almost exact copy of the post.
- Jane Chapman wrote on May 25, 2026 that it works for your own and other people's articles, that the PDF shows only the article (no comments), and that page breaks can go wrong when there are images.
If you don't see the option, print the page from your browser as with Gmail. If the newsletter is yours, Substack's help explains how to download all your posts: Settings > Exports > Create new export, which generates a ZIP and emails you when it is ready.
Before you save: three checks
These checks are an original KeepAnalog suggestion, not steps from the services cited:
- Name the file well: date, newsletter name and title, so you can find it later.
- Check the preview: cut-off images or blank pages show up before you save.
- Keep the link to the web version too, since it can change or disappear, as covered in When links disappear.
What after saving it?
A PDF can go unread too; Rescue newsletters you meant to read suggests how to choose which ones to come back to. To read it on a Kindle, How to send web articles to Kindle explains how to send the PDF, and for web pages full of ads there is Print an article without ads. If the newsletter has a public web version and you prefer paper, KeepAnalog takes eligible public links that one person chooses (HTML pages or PDFs) and turns them into a monthly printed issue. The preview shows each piece's title, byline when there is one, and source site, and nothing is printed or charged until the person approves the issue. For now, the pilot is in Argentina only, with no delivery in the United States.