Use the Settings dialog box to select settings that govern conversions of PDF or XPS mail attachments to editable formats, to archive mail and attachments to PDF, and to create PDF files from non-PDF attachments.

Settings icon
These settings are available in Microsoft Outlook on the Kofax PDF tab when you click the Settings button. The Settings dialog box includes three tabs:

Mail archiving settings

Archive Format
Select a supported PDF file format. The version of generated files can be controlled with this selection box. The Store mails as PDF Package option requires PDF version 1.7 or later.
Archive method

Select one of the following options:

  • Merge mails into one PDF file: Mail or other items (such as contacts, appointments) are saved into one PDF file. During archiving, you must specify the target folder and the name of the PDF file.

  • Archive mails separately: Mail or other items are saved into separate PDF files. During archiving, you must specify only the target folder. The name of the generated PDF files are inherited from the Subject of the mail. To avoid naming conflicts, trailing numbers are used in the generated file names, if necessary. If you select this option and archive your calendar, each appointment appears in a separate PDF file.

  • Store mails as PDF Package: Mail or other items are converted into separate PDF files and added to a PDF package. During archiving, you must specify the target folder and the name of the PDF files. Some additional options are available under the Store mails as PDF Package option:

    • Order by: Click the arrow to expand the list, and select a field to sort by the mail messages in the archiving process.

    • Descending: Reverse the sort order specified in the Order by list.

    • Split by mails: Split PDF archive packages. Archiving starts a new package after every 1000 emails by default. Optionally use the text box to change the number of emails per package.

Select header information to insert before each mail:
  • Add letterhead to each e-mail: E-mail metadata (From, To, Sent, Subject, etc.) is added to each e-mail record.
  • Include archival date and timestamp in the heading: Adds the archival date and time to the header.
  • Mail attachments: Save files attached to the e-mails as PDF Links or PDF Attachments. When archiving to a package, no selection is necessary.
  • Insert separator pages: Enabled only if Append attachment to the PDF file is selected in the Mail attachments list box. Clear the Insert separator pages check box to omit the separator pages between attachments.

  • attach original mail to PDF: Add each original mail file to the archive as an attachment.

Archive subfolders
Archive folders with their subfolders.
Table Of Contents
Include a table of contents for the archive.
Split by file size
Specify the file size in MB to split the archive by. The default value is 500 MB.

PDF Conversion settings

Use Convert Assistant
Select to perform conversions with Convert Assistant. The Assistant is called whenever you click the PDF Convert tool.
Convert PDF without Assistant as
Select this for direct conversions, then select a target application for your output file from the selection box. Direct conversion starts when you click the PDF Convert tool.
Note For direct conversions, the save path is taken from the setting in Convert Assistant. In the case of Same as the Source Folder, the output file is stored in the [Documents] folder.
Multiple attachments
  • Convert all attachments: Always convert all attachments.

  • Prompt for selection: Selectively convert PDF or XPS attachments. When you click the PDF Convert button, a dialog box lists all attachments belonging to a message. Select the attachments to convert.

    If the Convert all attachments check box is selected, all attached files are converted. Direct conversion starts when you click OK. This selection has no effect on messages with only one attachment.

PDF Creation tab

Multiple attachments
Set preferences for handling messages with multiple attachments:
  • Convert all attachments: Always convert all attachments to PDF format and save them to the previously used location.

  • Prompt for selection: When presented with a list of attachments, select which items to convert to PDF format and specify the location where they are saved.