Create a PDF package from Outlook items

You can archive selected mail items or an entire folder (with or without its subfolders) into a PDF Package. The generated PDF package file includes a cover page describing the content of the file. The elements of the package are also stored in PDF files. Their PDF version depends on the selection in the Settings dialog box.

To archive Outlook items into a PDF package proceed with the following steps:

  1. Settings icon Click the Settings tool on the Kofax PDF tab to display the Settings dialog box with the Mail archiving settings panel opened.

    See the Settings dialog box for details.

  2. In the panel, select a PDF version from the Archive Format list.
  3. Select Store mails as PDF package under Archive method.
  4. Decide how to handle mail attachments, if any.

    Note When mails are archived into a PDF package, mail attachments become PDF attachments. The As PDF Link option is not available in this case.

  5. Click OK to close the dialog box.
  6. Select Store mails as PDF Package under Archive Method.
  7. Click OK to close the dialog box.
  8. Click a tool depending on your selection.
    • Archive mail icon If you selected one or more files, click the Archive Mail tool on the Kofax PDF tab.
    • Archive folder icon If you selected a folder, click the tool on the Kofax PDF tab.
    Tip To archive just future or past appointments, move the calendar to week or month view, select just the needed time period and use Archive Mail rather than Archive Folder.
  9. Select the target folder and enter the name for the PDF Package file.
    1. If you have specified an existing PDF file, then the Overwrite or append message appears. click Yes to overwrite the existing file (losing its content), or click No to append to the existing PDF file (keeping its content).

    The default target folder for Outlook is Documents > PDF Favorites > Outlook Archive. 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.

  10. Click Save.

The archiving process starts and a progress monitor is displayed. The generated PDF has a cover page containing the number and types of the archived mail items. Each mail item is converted into a separate PDF that is added to the package file.