Showing posts with label Outlook. Show all posts
Showing posts with label Outlook. Show all posts

Friday, November 23, 2012

Outlook to PDF: Converting Outlook emails to a single PDF file

MessageExport is an add-in for Microsoft Outlook that expands Outlook's ability to export email messages to different formats.  A useful feature is the ability to export multiple emails and file attachments into a single PDF file

MessageExport integrates tightly with the Outlook toolbar.  Export operations are done by way of "export profiles" which can be customized to fit specific purposes.  MessageExport ships with many standard export profiles, including three variations that will allow you to export email to a single pdf file.
MessageExport for Outlook, toolbar integration
MessageExport toolbar in Outlook

To select these profiles, click on the drop down list. MessageExport supports three different processes for converting Outlook mail to a single PDF. You can convert the email and attempt to convert document file attachments into the PDF image; you can convert the email and embed file attachment as distinct files within the PDF file; or you can convert the email and save the file attachments to a location on your hard drive.

In our example below, we have selected the profile called "Single PDF - attachments converted/included."

MessagExport saves multiple emails to a single pdf file
Choose Single PDF profile from MessageExport add-in for Outlook
Next, choose the email messages you want to convert to a single PDF file.  Although there is no limit, we recommend no more than 500 emails in a single pdf file. They can become very large very quickly. 

After the emails are selected, click MessageExport's blue Export button to begin the conversion process.

MessageExport will continue until the operation has completed, and all selected emails have been processed into a single pdf file.

For more information about MessageExport, or to download a  15 day free trial visit the MessageExport home page. If you decide not to purchase MessageExport after the trial is finished, leave it installed! It will still allow you to convert single email messages to PDF and other formats, free.  You can purchase MessageExport at a later time if you decide you want to enable to bulk export functions.

Thursday, October 25, 2012

Outlook to PDF: Converting Office Document File Attachments Into PDF Files

PDF is a good format for archiving email.  Correctly handling email file attachments when converting Outlook email to PDF files has traditionally been a challenge. MessageExport add-in for Outlook 2007/2010/2013 helps you overcome these challenges by providing several different methods you can select from to get the end result you desire.

Let's look at these methods and discuss their use and effect.

Converting Document Email Attachments to the PDF image.

Using the export profile called "Export to PDF - Attachments converted/included" causes MessageExport to create PDF that have file attachments embeded within the PDF image.  Excel spreadsheets, Powerpoint documents, Word documents, text files and images will follow the email mesasge within in the PDF document. 

The original name of the file is placed vertically along the left page margin so that it's easy to identify the name of the file.  This is a method that is often used when preparing email for legal purposes. It's very convenient, as the documents are easily visible within the PDF, and no software other than a PDF viewer is needed to view the documents. The documents are "frozen" in their original state and cannot be readily altered.

What happens if an attachment is unable to be converted?  MessageExport will default to embedding the file within the PDF to preserve it's context.  This means that the file can later be extracted from the PDF and separately analyzed.

Embedding Outlook Email Attachments within a PDF

When it is desireable to keep all email file attachments as a separate documents so that they can be extracted and later edited or manipulated with their native software application, MessageExport provides a profile called, "Export to PDF - Attachments Embedded." 

This profile will cause MessageExport to create PDF files that are not part of the PDF image, but rather embedded within the PDF document as separate files.  Using any standard PDF viewer, the documents can be later extracted and used.

This method works very well for personal email archiving, where it may be desirable to be able to have full access to the original documents  for editing or to continue working on them.

Extracting Outlook File Attachments

MessageExport makes it easy to save Outlook email file attachments to a folder, in bulk.  This process involves selecting the appopriate email messages in Outlook's message list (Control-A will select all emails in the list), then choosing the profile called, "Export to PDF - Attachments saved to disk."

MessageExport will leave the original email attachment within Outlook, so nothing is altered in Outlook's pst file.  A copy of the original file attachment is placed in the selected Windows folder, where it can be easily accessed. 

A free 15 trial of MessageExport for Outlook can be downloaded from the product home page.

Thursday, September 13, 2012

Conversion software reviews for Microsoft Outlook

Microsoft Outlook is a terrific email client, and hundreds of millions of us live and work in Outlook each day.  Outlook tells the story of our work and personal lives.  Our Outlook calendars tell us where to go, synch with our mobiles, and embody the story of where we've been and where we're going.

Our Outlook emails hold the ongoing stories of our friendships and our work lives, our hopes, dreams, accomplishments and frustrations.

Our Outlook contacts are our lifeblood to our social lives, allowing us to connect with whose important and meaningful.

Yet for all of the information that flows into Outlook, it's not always very easy to get information out of Outlook.  That's peculiar, since it's not called INlook -- it's OUTlook. We should be able to get stuff out of Outlook when its convenient to do so.

This blog will examine software and methods that will help us extract our important content from Outlook, and show us how we might convert it to whatever format we require.   Join  us regularly as we start up this new blog!  Please feel free to suggest software and tips in the comments.