How to convert Outlook email to PDF using Acrobat X

How to convert Outlook email to PDF using Acrobat X

Lori Kassuba – January 3, 2011

Converting your email messages to PDF is useful when you need to keep track of a lot of information or if the email messages contain many different types of attachments.

It’s also beneficial to convert email to PDF for archive purposes – so you have a record of your information in a format that can beeasily opened in the future.

In this video tutorial we’ll cover how to send PDF attachments and convert emails to PDF directly from within Outlook.During the normal installation of Acrobat X Standard or Pro.

on Windows, the Adobe PDF toolbar is automatically installed in Outlook versions 2003, 2007, and the 32-bit version of Outlook 2010, making conversion to PDF a simple, one-click procedure.

I’ll begin by opening Outlook 2010 with a new message and reviewing the options that install automatically.

First, notice the Adobe PDF ribbon at thetop of the Outlook program.

The options that appear below this tab change depending on what task you’re performing in Outlook.

For example, if I create a new email message in Outlook such as this, you will see two commands available below the Adobe PDF ribbon - Attach as Adobe PDF andAttach as Secured Adobe PDF.

These commands allow you to attach different file types such as native PowerPoint or Word files directly as PDF files in youremail message.

This is very useful especially if you’re trying to email large PowerPoint files that could benefit from compression in the PDF format.

The Attach as Secured Adobe PDF allows you to attach different files as well and then as a final step the PDF is secured or protected as you specify.Now let’s go ahead and take a look at the commands that appear underneath the Adobe PDF ribbon when viewing your email messages in Outlook.

Four different commands appear underneath the tab.

The first two commands allow you to convert selected email messages or specific folders to PDF.

Using these options, I can either create a new PDF from my selected messages or append to an existing PDF.

The append command is particularly handy if you have email messages related to a specific topic that you regularly update.

You will also see the same commands if you select an email message and then right-click to access the context-sensitive menu.

I’m going to go ahead and select all these email messages and convert them to Adobe PDF using the context-sensitive menu.

I’m prompted to save my file and the conversion process converts all the messages as well as the attachments.

The resulting PDF, open now in Acrobat, is actually a PDF Portfolio.

It has a similar layout to what you might see in your email program.

Each individual email message appears in the table at the top and can be previewed at the bottom.

The email addresses within the PDF are actual links and can be used to send another message right from within the PDF document.

You can also select the attachments and open the actual file.

The heads up display appears at the bottom of the PDF file, and can be used to nagivate if there is more than one page.The benefit of creating a PDF Portfolio from email messages is that you can use the portfolio features to search and sort content with the PDF.For example, I can use the Filter feature to sort for specific field information, such as all email messages from a particular person.I simply select the field name, and then type in the name I’m looking for.Now that we’ve seen the resulting email portfolio, let’s take a look at the final two commands on the Adobe PDF ribbon in Outlook – the Change Conversion Settings and Setup Automatic Archival.

The Change Conversion Settings is where you set the PDF file compatibility and various other settings.

For example if you want the resulting PDF file to be created as a PDF Portfolio, make sure this box is checked.

This is only available if you select acompatibility setting of Acrobat 8 or greater.

Also, if you want to Block download of external content, perhaps for security reasons, be sure to uncheck this box.

You may see some questions marks for images instead of the actual picture in your email messages with this box unchecked.

The Security tab allows you to password protect or restrict various features in the PDF that you’re creating.

Finally the Automatic Archival tab allows you to run the conversion process at specific times and intervals – such as weekly at 10 a.m.

This same tab can also be accessed directly if you select the Automatic Archival from underneath the Adobe PDF ribbon.Using the Outlook integration with Acrobat X is a great way keep track of multiple emails and attachments for specific projects or as a technique toarchive emails.

Also, if you’re a Lotus Notes user this same capability exists for Lotus Notes versions 6.5.x – 8.5.x.