About archiving

Archiving is integrated into Outlook and works for both mail messages and file attachments. The following topics detail various aspect of archiving mail messages in Power PDF.

About archiving or converting mail message files

Mail messages with extensions MSG and EML can be converted to PDF for archiving or other purposes. This can be done even if there is no mailing client on the computer. One or more message files can be imported into Power PDF. MSG and EML and other supported files can be mixed within a multiple selection. Each generated PDF will be placed into a separate instance of Power PDF. The importing to Power PDF can be done in three ways:

  • Drag-and-drop one or more files from your desktop into an empty window of Power PDF.
  • Use File > Open and select All files under file type. Files can be accessed from the local file system or an installed Document Management System (DMS).
  • Use File > New > From Files > Direct Creation and proceed as above.

A second route for conversion of message files to PDF is to use Create Assistant. MSG and EML files can be added to the file list along with any other supported file types. Then different saving options are available, for instance to combine all generated files into one PDF, along with use of profiles and all their associated settings.

Note When using Create Assistant you must use a profile that sets the same PDF version as the setting in Power PDF under File > Options > New Document > E-mail Conversion.
Note In Internet Explorer Protected Mode must be turned off when the message format uses HTML coding. For messages saved as Plain Text or RTF, Internet Explorer is not needed.

About archiving by integration with a mailing system

This archiving feature is available only if the program is integrated in Microsoft Outlook. With a Typical Installation the mail archiving feature is available by default.

Note You can disable or enable an integration at any time using the Custom Setup panel of the installer.

About archiving mail items

In Microsoft Outlook you can archive to PDF using the following tools on the "Kofax PDF" toolbar:

Archive folder icon
Archive folder: Archive the currently selected mail folder in the main window to a set of PDF files. This tool is available only in the Outlook main window.

Archive mail icon
Archive mail: Archive the currently selected items to a set of PDF files.

See About archiving.

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

The following archiving methods are available

Each calendar appointment, each task or each contact is a separate item.

Note You can save time by moving all desired messages to a specially created user folder.

About archiving mail attachments

The mail attachments are always archived in their original format either into a separate file referenced by a hyperlink or attached to the associated PDF file generated from the mail. See Archiving Mail Attachments for details.

About defining archiving settings

You can define the archiving settings in the Settings dialog box.