Showing posts with label pdf. Show all posts
Showing posts with label pdf. Show all posts

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.

Thursday, November 1, 2012

Outlook to EML: Extracting Outlook email messages to RFC-822 .eml format

Files with the .EML extension are individual email message formatted to be compliant with the RFC-822 specification. EML files contain the email messages, file attachments, html code, and even internet header information. As an open standard, EML files are accessible to virtually every email client.  Because its an open non-proprietary standard (unlike the .MSG format which is Microsoft's proprietary equivalent) EML files are often used to archive email messages.

Archiving Microsoft Outlook email as .eml files is not possible without specialized software. MessageExport is an add-in that adds EML export to the Outlook toolbar. Being tightly integrated with Outlook makes it quite simple to use. Below is a video that explains the process.




Basically all that is required is to select the email message within Outlook. A message is selected when it is highlighted.

MessageExport lets you select individual files, a range of files, or you can select and export an Outlook email folder and sub-folders. The next step is to choose "Export to EML" from MessageExport's drop down list.  Lastly, click the blue Export button.

Toolbar to extract Outlook email to .eml
Outlook toolbar for extracting email to .eml format


MessageExport is capable of extracting one, hundreds or even thousands of email messages from Outlook. In addition to .eml format, you also choose .pdf, .msg, .gif, .tif, .csv, .mbox, and other file formats.

MessageExport is a very useful tool for extracting Outlook email messages to .eml and other formats. If your work requires that you file or format email messages, then you'll find MessageExport to be a huge time saver.  Download a free 15 day trial of MessageExport.


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.