PDF Files can be created when working in Microsoft Outlook. You can create PDF files:
From non-PDF file attachments in mail messages, to be saved on the local computer.
From non-PDF files on your local computer, to be attached to the current mail message.
From one or more mailing items, to be saved as an archive on the local computer.
The remainder of this topic deals mainly with archiving mails and provides links to other archiving topics.
The program provides add-ins for MS Outlook for creating PDF files from selected mail items or whole folders. The features are accessible from the Kofax PDF ribbon of the Outlook main window or in an open message window.
Kofax PDF ribbon the Outlook's main window:
PDF Convert tool and group (visible only if this component was installed and its integration is enabled under File > Options).
Archive Folder: Archives all items in the selected folder (with our without its subfolders). This tool is available in the Outlook main window toolbar only.
Archive Mail: Creates an archive from one or more PDF files from selected mails in the main Outlook window.
Create PDF from attachments: This applies to all attachments to the currently selected message, but prompting can be requested to allow a selection to be made. This becomes active only if the current message has at least one attachment of a file type suitable for conversion to PDF. See Creating PDF files from mail attachments.
Attach file to Mail as PDF: Choose one or more files to be attached to the current document. PDF files are attached directly, others are first converted to PDF.
Settings: Provides a dialog box with three tabs to provide PDF creation, conversion and archiving settings.
Kofax PDF ribbon in a message window in Outlook:
This offers the same tools as shown above, except the Archive folder tool is not available.
For further details on archiving, see
Archiving Outlook Items into Separate Files
Merging Outlook Items into one PDF
Creating a PDF Package from Outlook Items
To archive letters from an Outlook message
Click the Settings tool.
In the Settings dialog box, choose a PDF version and decide how to handle mail attachments, if any. Close the dialog box.
Click the Archive Mail button.
In the Save As dialog box, accept or change the default target folder for archiving and click OK. The name of the created PDF file is generated from the subject of the mail message. The default target folder is Documents > PDF Favorites > Outlook Archive.
Click Save.
Archiving process starts and when the process is finished, the PDF output file (with attachments, if any) is saved in the target folder.
Notes
If the Kofax PDF ribbon is not displayed on your screen, consult the Troubleshooting topic.