Auto Print User`s Manual
Auto Print
User’s Manual
Welcome ................................................................................................................................................. 2
Configuring the Add-in ............................................................................................................................ 3
AutoPrint Incoming Email Tab ................................................................................................................. 4
AutoPrint Outgoing Email Tab ................................................................................................................. 6
Print Settings Tab .................................................................................................................................... 7
Print Now Tab ......................................................................................................................................... 9
Exceptions Tab ...................................................................................................................................... 10
Troubleshooting ...................................................................................................................................... 9
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Welcome
Thank you for choosing the Auto Print add-in, created by Sperry Software. This add-in allows you to print
incoming and/or outgoing emails, set the criteria for determining what messages will be printed, and
choose whether you want to have only the email message printed, only the attachment printed, or both.
This feature can be combined with Outlook’s Rules Wizard so that only messages that flow into a
particular Outlook folder are printed, and can be enormously powerful in the right circumstances, such
as receiving faxes via email which also need to be printed.
To Print Incoming Email
Select a folder where your email arrives (for this example, we’ll use the Inbox).

Click Choose Folder, and choose the Inbox.
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A message comes up warning that you will have to restart Outlook in order to have the Inbox be
monitored.
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For this example, we’ll leave the Filter Rules at the default, “All Incoming Emails”.

In “What to Print”, we will check the “Print the Email” checkbox.

Click on Apply, Then OK, then restart Outlook.

Send yourself a message or have someone send one to you, and it will be printed.
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Configuring the Add-in
Once the installation is complete, you are ready to use Auto Print. When you open Outlook you will
notice a new button “Sperry Software Add-ins” added to the toolbar.
Outlook 2007
Outlook 2013
Clicking this button displays the Sperry Software Add-ins configuration screen. It is on this screen that
settings are made to control the add-in’s functionality.
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AutoPrint Incoming Email Tab
Figure 1 (Auto Print Configuration Window)
This area allows you to set the parameters for printing incoming (received) emails.
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Auto Print
“Incoming Email folders to watch” enables you to choose which Outlook email folders you want
the add-in to monitor for printing. Emails that arrive in this folder will be printed, depending on
the settings in the Filter Rules frame. The emails can arrive via the normal send/receive
mechanism, or they can be pasted (or dragged/dropped) from another folder into this folder.
The Filter Rules frame controls the criteria for determining which emails to print. You can
choose to print “All incoming Emails” or “Only those which match” the criteria that you specify.
You can choose to print only when the subject line matches, the sender’s name matches, the
sender’s email address matches or the “To” address matches (in case you have more than one
email address configured). Just like all the text fields in the Sperry Software line of add-ins, you
can use wildcards for matching text, it’s not case sensitive, and you can specify multiple criteria
by separating the items with semicolons.
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
Auto Print
The “What to Print” frame determines whether to print the email, the attachment, or both.
When printing attachments you will need to specify the file type(s) that you want to print, to
avoid print attempts on unprintable file types. Again, you can separate multiple file types with a
semicolon, or print any attachments using a wildcard like “*.*”.
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AutoPrint Outgoing Email Tab
Figure 2 (Configure Outgoing Email)
This tab allows you to set the parameters for printing outgoing (sent) emails. Most of the options are
analogous in function to the incoming settings but apply to messages going out.

The “Automatically print outgoing email” function will automatically print each message that is
sent.

Filter Rules are similar to those for incoming mail choices, such as All Outgoing Emails or Only
those Emails which match the criteria that you specify. However, only the Subject and the
Recipient Name are available.

What to Print offers the same choices as incoming print emails or print attachments.
Tip: It may be easier to monitor the Sent Items folder on the Incoming Email tab
rather than printing the items in this tab. This way, the Sent Items folder will
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contain the BCC recipients (and the complete header in general), assuming you
have any BCC recipients that you want printed.
Print Settings Tab
Figure 3 (Configure Print Settings)

Image Options - Choose print and image options including Size to Fit and Collate. Resize the
image to fit the page will expand or contact graphic images to exactly fit the page. Center the
image will perform a centering operation on the page before it is printed. Note that these two
options apply to just the file types listed (that is, most graphic type files).

Printer and Page Setup - Print can be sent to non default printers by specifying the printer
setup. Emails can be sent to a different printer than the attachments, however all emails must
go to the one printer selected here. Likewise, attachments do not need to be printed to your
default printer but all attachments will be sent to the printer selected here. In the Email Page
Setup (and Page Setup) dialogue, note that you can select the margins, page orientation and
other options including Collate. To print a complete copy of the document before the first page
of the next copy is printed, select the Collate check box. If you prefer to print all copies of the
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first page and then print all copies of subsequent pages, clear the check box. You can also
specify the number of copies that you would like to print.

Print Options - After printing the email, the add-in can optionally mark the email as read so that
you know that it handled the email. This is the last operation that is performed by the add-in so
if there were any errors along the way, then the add-in does not mark it as read. This way, you
can quickly see which ones have been printed and which have not. You can choose to include
page numbers in the generated email. Note that this option applies only to the emails and not
to the attachments. There is also an option to print the number of attachments that were
included in the email when it arrived (or when it was sent). This can be useful information
because it goes into the body of the email (as opposed to the email header). Finally, the Pause
for ‘N’ Seconds After Each Print Job Is Submitted option is useful when printing large
attachments. This option basically forces the add-in to wait for a few seconds while the print
job is fully queued into the printer, and is useful if there are large attachments being queued. A
reasonable value is 5-10 seconds. It will need to be even higher if you continue to see that some
attachments are printed twice.

PDF Options - There are two ways the add-in can print PDF attachments. The first method uses
Adobe Reader and is made available in case the second method (“Use Built-In Routines”) is not
satisfactory. The default is to use the Built-In Routines since there is more control over the
printing.
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Print Now Tab
Figure 4 (Batch Print)
This area allows you to print emails and/or attachments that are already in the Outlook folders, that is, a
batch print operation.
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Auto Print
In the Folders to Print section, you can determine what folders Auto Print will look for when
searching for email to print.
If you choose “Print according to the ‘Filter’ and ‘What To Print’ settings”, Auto Print will only
print email that meet the criteria determined in the “Filter” and “What to Print” settings found
in the Autoprint Incoming Email” tab.
If you choose “Print Everything”, Auto Print will process all emails and attachments specified in
the Folders to Print section.
Once you are ready, clicking the Print Now button will begin the print process. A progress
indicator will appear and update as the emails and/or attachments are printed.
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Exceptions Tab
Figure 5 (Print Exceptions)
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Auto Print
Printing Exceptions - This tab allows you to do exclude certain file types. This can be useful if
you consistently receive legal disclaimers that you do not need to print. In the example above,
no text files (*.txt) will be printed by the add-in.
Print Email Options - Normally, the add-in uses its own routines to print the emails. This is
advantageous for printing to non-default printers. However, for legal reasons it is sometimes
imperative to have Outlook itself print the emails and to not modify the emails in any way.
Checking the option will cause the add-in to use Outlook when printing the emails. This option
does not affect the printing of attachments, and checking it will result in the emails being
printed to the default printer, just like Outlook does. The ability to include page numbers and
the attachment count will automatically be disabled if using this option.
Temp Folder - This option allows you to specify a specific folder for the print temp files. This
option is helpful if you encounter problems with the automatic printing feature.
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Troubleshooting
Q. I’m having trouble, and need to start over with installing. What can I do?
A. Follow these instructions:
http://www.sperrysoftware.com/kb/questions/98/I%27m+having+problems%2C+and+I+need+
to+reinstall+my+add-ins+from+a+clean+start.+How+do+I+do+this%3F+
Q. The “Sperry Software Add-ins” button is not visible.
A. Run the Add-ins Reset tool.
The add-in reset tool (among others) can be downloaded from
http://www.sperrysoftware.com/outlook/tools.asp
Q. How can we contact you for more help?
A. For help on more in-depth issues, check out our Knowledge Base.
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