You can archive all selected items or an entire folder (with or without its subfolders) into separate PDF files that are stored in a folder you specify. The created folder structure follows the folder structure in Outlook.
The names of the PDF files are automatically generated from the subject property of each selected item. A trailing number is appended to the file name automatically, if necessary, to avoid naming conflicts.
Archiving in Outlook is done via the Kofax PDF ribbon.
Open the mailing system and select the items to be archived.
To prepare to archive Outlook items into separate files
Click the Settings tool to display the Settings dialog box with the Mail archiving settings panel opened.
In the panel, choose a PDF version from the Archive Format selection box.
Select Archive mails separately under Archive method.
Decide how to handle mail attachments, if any.
Click OK to close the dialog box.
Click the Archive Mail or Archive Folder tool. In the Browse for Folder dialog box, select the target folder where the items should be saved to with the above mentioned naming method.
The archiving process starts and when the process is finished, the files are saved in the target folder. A progress indicator is displayed; in case of problems a report PDF is placed, with the attachments added as chosen, if possible.
Note:
When archiving calendars, each appointment is a separate item, so the number of generated PDF files may be large. Similarly, each task and each contact becomes a separate PDF file.