Automatically Convert Outlook Email to PDF using MessageExport

Encryptomatic LLC's MessageExport(TM) add-in for Microsoft Outlook lets you transform your email content in lots of useful ways.

Normally, people simply select the emails they want to export and then click the "Export" button.  But what if your needs are little more complex than that?  What if you want to always export new emails to PDF files, and you want it to be done automatically, rather than manually?

This article shows how use MessageExport to convert inbound email messages into PDF files, automatically.

Editing Email Export Profiles

You can create new and unique export profiles in MessageExport. However, for simplicity, we are going to alter the existing"Export to PDF" profile so that when a new email message is received, MessageExport will automatically convert it to a PDF file.

From the MessageExport toolbar in Outlook, select the "Export to PDF" profile.

Select Tools icon to edit an Export Profile.

This will bring open the settings for the "Export to PDF" profile.

Export Profile Settings.

On the "Common" tab, change the "Export from" drop down list to "Pre-defined folder," and then set the "Outlook folder" to your Inbox.

Its also a good idea to check the box for "Turn on Export History" to avoid duplicating emails during the export process.

Now jump to the tab labeled "Scheduler."

Scheduler Tab

The Scheduler tells MessageExport to run this export profile on a time table that you select.  Lets say we want to run this export profile once every hour. Here's how we do that.

First, click "Enable" to activate the scheduler. 

Next, click "Repeat every..." and enter "1" into the Hrs column.

Save it, and you're ready to go.

MessageExport will now check your Outlook inbox every hour. If it finds any new emails there, it will automatically convert them to a PDF file.

To stop the automatic email conversion process, just uncheck "Enabled."

There are countless other ways you can configure MessageExport using the scheduler. 

Download a free trial of MessageExport on the product home page.

How to Save Time Managing Your Outlook Email with MessageExport.

Microsoft Office Outlook is a great way to manage your emails on Windows. But wouldn't Outlook be even better if you could easily convert emails to PDF and other formats, and then automatically copy them to a folder?

If you work with Outlook emails, you have to try MessageExport!  It's an Outlook add-in that will save you time and make you more productive.

MessageExport is free to try! Use it for 15 days.  MessageExport installs as an add-in for Microsoft Office Outlook on Windows.  You'll notice it in the Outlook toolbar.  

To use MessageExport, just select the emails in Outlook mail list that you want to convert. 

MessageExport add-on installed in Outlook 2016 toolbar.

Next, choose an export operation from the dropdown list, and then click "Export." 

MessageExport can convert one email message, or thousands of email messages to PDF and many other formats.

Download your free trial of MessageExport today!

Automatically Convert Outlook Emails to PDF

We won't ask why you want to automatically convert your emails to PDF.  You have your reasons, and we respect that.  Our job is to provide you with a tool that will accomplish this task, and free you from the tedium of doing it manually.

MessageExport is an Outlook add-in developed by us, Encryptomatic LLC. It is a tremendously flexible tool for converting and copying Outlook emails.  One of its strongest capabilities is email-to-PDF conversion.

MessageExport add-in lets you automate Outlook email conversion to many different formats, including PDF. It is compatible with Microsoft Outlook 2016/13/10/07.   In this article will show how to create a custom export profile will look at an Outlook email folder, and then convert any new emails that it finds into PDF files.

This article uses MessageExport version 4, and Outlook 2016.

The first step is to get a free trial of MessageExport add-in from the MessageExport product website.

After installing MessageExport, locate the toolbar in the Outlook tab called "MessageExport." In the drop down list, choose the export profile named, select one of the options to "Export to PDF."

PDF conversion options for Outlook email

MessageExport provides several different methods for Outlook email-to-pdf conversion. I will use "attachments converted/included."  This option will attempt to convert both the email and file attachments into the PDF image.

Now click or tap the Tools icon to edit the selected export profile. 

Profile Editor is where we set email printing options

In the Main Export Settings,  change "Export format" is set to PDF.   Then, click the gear icon to make any necessary adjustments to the PDF formatting.   For example, you may want to set the PDF page size to Legal.

Choose the page size for the PDF file.

Click "Ok" to continue.

Next, change the"Export From" field to "Predefined Folder."  This will bring up a new window called "Select Folder."  Place a check mark in one or more Outlook folders from which MessageExport should create PDF files from newly received email messages.

You can select the top folder, and it will search all Outlook folders for new emails.  Or, you can select a single folder.  It will also search subfolders for new emails.

Choose the Outlook folders for printing emails.

Click OK when you are done.

Next, choose the "

Finally, we don't want MessageExport to create duplicate PDF files from your emails.  To prevent this, place a check mark in "Turn on Export History."  MessageExport will now track which emails it has already exported to PDF.

Next lets tell MessageExport where to save the PDF files. Click or tap the tab labeled "Output folder."  Browse to the folder on your disk.

Finally, we want this export profile to run automatically every five minutes, our next step is to activate the scheduler. 

The scheduler tab lets you automate Outlook email printing.

Place a check mark in the "Repeat" box, and type "5" into the Minutes box.  Click OK.

MessageExport will now run our edited "Export to Printer" profile every five minutes, and will print any new email messages it finds in the Outlook folders that you defined..   

The automatic  PDF conversion function will occur in the background. You may even forget that it's working! 

Learn more about MessageExport and get a free trial at www.Encryptomatic.com/MessageExport/

If you have any questions, contact us in the comments below, chat with us using the Live Chat icon on this website, or call us.