Showing posts with label add-in. Show all posts
Showing posts with label add-in. Show all posts

Thursday, March 14, 2019

We Have Updated OutDisk FTP Add-in for Microsoft Outlook

File Transfer Protocol, or #FTP, is a venerable old protocol with a legacy stretching as far back as 1971, when Abhay Bhushan wrote the spec for it.  With concerns slowly mounting about security over the years, FTP has given way to other file transport methods that securely handle passwords and encrypt transfers.

We originally released OutDisk FTP in 2006, and over the years it has not been one of our more successful products. The complexity of configuring FTP accounts and servers was a hurdle for some. Given the amount of time our support team spent troubleshooting our customer's person FTP servers, we learned firsthand that OutDisk is a niche tool that is not right for everyone. In fact, most people should use an file transfer add-in from a service like Dropbox, and not try to roll their own service.

Yet, our more hardcore OutDisk users (generally more technically capable with solid IT experience) have found ways to solve an array of problems with it, many of which we never envisioned.  At their urging we have updated OutDisk for Outlook 2019.  The emphasis of OutDisk moving forward will be on use of the SFTP Secure File Transport Protocol which adds encryption layer providing security far beyond old FTP.

If you are one of the persistent hardcore OutDisk users who wouldn't take "maybe" as answer, this update is for you.

What is OutDisk SFTP for Outlook?


It's been awhile, so we may as well start at the beginning.

OutDisk SFTP is a tool for transferring files from your Windows desktop to your remote server.  It can be used from the Windows desktop, but most people who choose OutDisk do so because of it's tight integration with the Microsoft Office Outlook interface.

When you send an Outlook email with file attachments, OutDisk SFTP Outlook add-in will, either automatically or by your manual selection,  remove the attachments from the email and upload them to your server. It then inserts your custom message and a https link into the email so the recipient can download the attachments.

The benefit of using OutDisk is that it makes your emails smaller and more likely to be delivered to the recipient's inbox.  You can also choose to automatically compress and encrypt the file attachments.

People who use OutDisk are generally in a small to mid-sized company, although we have had large electrical utilities use it.  What they all seem to have in common is a) they want to simplify sending attachments for their Outlook users, b) they don't want their users uploading company documents to their private Dropbox account or some other 3rd party file storage system, and c)  maybe they want to take some load off of email servers and storage, or have a legal need to keep control of documents, or have some kind of other specific use that had them searching Google for an FTP add-in for Outlook.

Here's some pictures of the OutDisk SFTP integration with Outlook.

How does OutDisk SFTP work from the user's perspective?

After setting up your SFTP server, and installing OutDisk SFTP with their log-in credentials, your users should find it simple to use.  They just create an Outlook email as they normally would, attach a file to the email and send it (as they normally would).

Here's an email with an EXE file attachment that I prepared to send to myself:

Outlook new email Message window.
Email with exe file attachment.See the OutDisk tool bar integration upper right corner.

Here's the normal message from Outlook reminding me that I can do that.


"This item contains attachments that are potentially unsafe."
Outlook warning about potentially unsafe file attachments.

And now, here's the email as it arrived in my Gmail Inbox.


Finally, here's the https webpage the recipient sees when they follow the link.  And yes, you can change the text that OutDisk inserts into the email. It's fully customizable.

image of OutDisk sftp landing page.
OutDisk SFTP download landing page

Yes, you can change the logo to your company logo.
We have provided a test SFTP service in OutDisk, just so you can try it right away.  File size is limited, and we sweep through and delete everything quite often, so please do not use it in production.

In Conclusion

We are very pleased that we can keep OutDisk compatible with the current versions of Microsoft Windows and Office.  If you think you might be a candidate to use Outdisk, or if it may be a fit for a project you're working on,  you can learn more and get the free trial at the OutDisk product home page.

By the way, those are my real email addresses. I love to hear from customers. Drop me a line and say hello.







Wednesday, February 6, 2019

Expanding Microsoft Outlook's Limited Export Capabilities.


MessageExport by Encryptomatic LLC is an add-in for Microsoft Outlook that makes it possible for you to transform Outlook email in powerful ways.

We made this one minute video to help you begin using MessageExport right away.  It's as simple as choosing an export format,  selecting the emails you want to export, and then clicking the "Export" button.



MessageExport can transform your Outlook emails (365/2019/2016/2010/2007) into many different formats, including PDF, TIF, GIF, MBOX, MHT, MTML, Text and much more.

Download the MessageExport free trial today!


Tuesday, January 20, 2015

Embedded E-Mail Processing: How to Convert Outlook Email With Email File Attachments to PDF?

MessageExport is a professional tool designed specifically for people who have important work to do with E-Mail.  It integrates tightly with Microsoft Office Outlook, enhancing the user experience with powerful new features designed to make their work life easier and more productive.

Today we released MessageExport 3.5, and we're excited about the new features it has.  One feature was requestd by several customers was to improve MessageExport's handling of .msg and .eml email file attachments (emails within emails).

In this release, we've improved how MessageExport handles E-Mail file attachments that are themselves E-Mails during the process of converting (or bulk converting)  E-Mails to PDF.

Say that you are working on a legal case, and you have just received a "smoking gun" E-Mail message as part of discovery.  This E-Mail that has a .MSG E-Mail file attached to it.  And inside that .MSG E-Mail attachment, is another E-Mail message, that contains yet another .MSG E-Mail file attachment.  And lets also say that each of these E-Mails contain other attachments, such as .jpg images.

If you are the lucky person who is responsible to convert this E-Mail message (which is actually four different nested E-Mails) into a PDF file, it may take you 30 minutes or longer to manually disassemble the entire E-Mail and attachments, re-organize them into a logical structure that preserves their context, and then convert them all into a single PDF file.

MessageExport software toolbar installed in Outlook 2013.
MessageExport 3.5 Exports E-Mails That Are Attachments Into PDF Files.


Or, you could just click on the main E-Mail message, choose "Export to PDF" from the MessageExport toolbar, and click "Export."  MessageExport will complete the entire E-Mail to PDF operation for you in less than a minute, including the processing of emails that are themselves forwarded email attachments.

MessageExport 3.5 also includes a re-vamped naming structure, which we call Breadcrumbs" for lack of a better term. Breadcrumbs help to orient the viewer to the content within the PDF.  For example, it may be important to know the order and the structure of the various E-Mails, otherwise how can you tell who sent which file to whom?

Embedded email processing is a powerful new feature for MessageExport. We hope it will help make you more efficient, and your work more delightful.

If you are already a MessageExport customer, you may be entitled to free upgrade.

If you have never tried MessageExport, take it for a 15 day spin. If it meets your needs, we'd love to have you as a customer. Click here to download a free trial of MessageExport.


Wednesday, December 17, 2014

Bulk Converting Outlook Email to PDF With Symantec Enterprise Vault

Symantec® Enterprise Vault™ is an information archiving product used in many large organizations. It allows administrators to apply policies to collected data, while protecting and gathering information in a centralized repository.

Enterprise Vault includes a Microsoft Outlook add-in.  Outlook data is stored in the vault, and emails are replaced with a short text stub file.  The Outlook mail list looks fairly normal, as only the first 100 characters or so are displayed in the expanded mail list. When an Enterprise Vault user clicks on an Outlook email message the content of the email is quickly retrieved from the vault, and displayed in a separate window.

For all it's benefits, Enterprise Vault presents Outlook users with some difficulty while exporting emails in bulk. The MessageExport™ add-in by Encryptomatic® integrates with Outlook and Enterprise Vault. MessageExport allows users to retrieve emails from the vault so that it can perform bulk email export functions, such as saving vaulted emails in .pdf, .msg, .tiff and other useful file formats.

Before exporting vaulted emails with MessageExport, you'll first to enter your credentials. Enter the MessageExport settings and choose the "Enterprise Vault" settings.


Bulk export email from Outlook when Symantec Enterprise Vault is installed with MessageExport add-in.
Setup Enterprise Vault Connection in MessageExport
After the credentials are entered, you're now ready to export emails. The process for exporting emails is the same as a non-Enterprise Vault environment. Just select any email or Outlook folder, choose the export profile (such as Export to PDF) from the drop down list, and click the "Export" button.


MessageExport toolbar integration with Outlook 2013. Includes Enterprise Vault integration.
MessageExport integration with Microsoft Outlook.

For more information on MessageExport, and a free trial, visit the product home page.



 

Monday, June 9, 2014

How to Save Outlook Email as .EML Files

Saving Outlook Mail As .EML



Outlook email messages are usually stored in Microsoft's proprietary .pst and .msg file format.  In migrating your Outlook email, you may wish to convert your Outlook emails to .eml file format. An .eml file is an open specification file format (RFC-822) used by most non-Microsoft email clients and services.

Microsoft Outlook 2013 has a limited ability to export email messages. It can save individual messages to Text (.txt), Outlook Template (.oft), Outlook Message Format (.msg), and the newer unicode Outlook Message Format (also .msg). 

The Outlook 2013 "save as" menu showing Outlook's native export formats.
Outlook 2013 supported file types.

Wednesday, November 28, 2012

Should you upgrade to Outlook 2013?


In July, 2012, Microsoft released a preview copy of MS Office 2013 which gave us our first peek at the latest version of the flagship office productivity suite.  The new MS Outlook is not a radical departure from the comfortable Outlook 2010 experience so many of us are familiar with, but it is an overall sleeker, cleaner, and more efficient version.  It also contains several new features worth taking a look at while deciding whether it’s worth the upgrade.

There are a few noticeable visual changes to the new Outlook.  The program now has a Metro twist to match the style of Windows 8, a style with a signature "flat graphics."  The Outlook email view window has been reduced from four panes to two.  One pane shows your inbox, and the other is for reading.  Replying to messages has been simplified as well.  Instead of opening up a new email to write your reply you simply start typing inline on the message within the reading pane. 

Another way Microsoft has streamlined the Outlook 2013 is its new Peek feature.  Peek lets you access information in contacts, calendar, or tasks without having to switch over to those modes.  When you hover the mouse over the mode buttons a window appears offering a preview of the information within.  This is similar to the capability built into the task bar of Windows 7, and it is great to see Microsoft implement a version of this system inside Office. 

Contacts, renamed People, have received a bit of an overhaul.  You could integrate your contacts from sources such as Facebook or Gmail just as with Outlook 2010, but in the past that usually resulted in a muddled contact list full of duplicates.  Outlook 2013 introduces People cards that make it easier to store all information about a single person on one card.  Email contacts are cross-referenced and consolidated with social media data and other information. 

Mail Tips introduces features to Outlook that have long been a part of other services such as Gmail.  For example, if you use the word “attachment” or “attach” in the body of your message but fail to attach any files Outlook will display a warning.  Policy Tips is certain to be a welcome new feature for IT admins.  Policy Tips allows administrators to set up warnings that will display automatically if, for example, a message may contain confidential company information or violate company policy. 

There are a few other small changes in the new version.  Weather information is now embedded in the calendar.  The search box now has a filter that allows users to choose which folders to include in their search.  Outlook 2013 also gives users the ability to minimize the ribbon bar to make the program easier to use with touchscreens.  
As with Office 2010, Office 2013 will support a 64-bit processors which can take advantage of the larger addressable memory offered by the 64-bit platform. A 32-bit version of Office 2013 will also be available, according to Microsoft.

Microsoft Outlook 2013 works much like Outlook 2010, and if you are satisfied with your current version it may make sense to hold off on the upgrade.  But if you are planning on using a tablet, concerned with information security, or simply want a quicker and more streamlined version of the Outlook you use now then you should seriously consider upgrading. 
The MessageExport add-in for Outlook has been upgraded to work with Outlook 2013, both 32 and 64 bit versions (64bit is highly preferred because of the large amounts of data that MessageExport often is called upon to process). MessageExport lets you save your Outlook email content in different formats and to different places. If you decide to make the switch and upgrade to Outlook 2013, you can bring MessageExport along with you.

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.