Archiving Folders

You can archive complete folders with or without their subfolders in Microsoft Outlook.

Folders can be standard ones (Inbox, Sent Items, Large Mail, For Follow Up...), custom or archive folders, the Calendar, Tasks or Contacts.

Archiving in Outlook can be done via ribbons. Select the mail folder to be archived and open the Kofax PDF ribbon.  

To prepare to archive a mail folder

settings icon

  1. Click the Settings tool to display the Settings dialog box with the Mail archiving settings panel opened.

  2. Select Archive Format and Archive Method.

  3. To archive also subfolders, select Archive subfolders.

  4. Click OK to close the dialog box.

  archive folder icon

Click the Archive Folder tool. The Browse for Folder dialog box appears. For Outlook, the program offers the output folder: Documents > PDF Favorites > Outlook Archive. Accept that or select a different target folder for archiving, then click OK. The archiving process starts, with progress indication and (if necessary) warning messages.  

The content of the selected mail folder will be saved under the target folder. The created folder structure in the file system follows the mailing system folder structure.

Tip:

When archiving whole folders with a separate PDF generated for each item, the number of generated files is liable to be large. Each calendar appointment, task or contact is considered a separate item. Archiving to a single PDF or a package may be preferable. To avoid archiving unneeded files, make a temporary folder to contain just the needed files and archive that folder.