Save As PDF User`s Manual

Save As PDF User`s Manual
Save As PDF
User’s Manual
Welcome ................................................................................................................................................. 2
Configuring the Add-in ............................................................................................................................ 4
Email Settings Tab ............................................................................................................................... 5
PDF File Settings Tab............................................................................................................................ 6
Settings and Utilities Tab ..................................................................................................................... 8
Exceptions Tab .................................................................................................................................. 10
Troubleshooting .................................................................................................................................... 11
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Welcome
Thank you for choosing the Save As PDF add-in, created by Sperry Software. This add-in allows you to
save your emails and attachments as PDF to a location that you specify. It can operate as the emails
arrive or in batch mode to convert entire folders all at once, and it works with Exchange public folders or
any other shared folders (but doesn’t require it).
Each email is converted to PDF with its attachments. Attachments are converted to PDF as well, and
they are all saved together to create a single PDF file which resides on the Windows folder of your
choosing. Similar to other Sperry Software add-ins, you can choose a “root” Windows folder where the
add-in can start mimicking the Outlook folder structure to keep you organized. The PDF file is given a
name by using the subject plus the received date and time of the email (that’s by default – but this can
be changed using the “Rename Options”, see below).
There are four ways to get an email into PDF format.
1) The button on the main Outlook window – by selecting multiple emails (by holding down the
CTRL key as the emails are selected) you can convert many emails to PDFs all at once. A
progress indicator is shown during conversion and the PDF is printed after successful conversion
to PDF format. The filter rules that may have been setup are ignored when this button is clicked
and the add-in will do its best to convert the chosen emails.
2) The button that shows up in an individual email – when this button is used, a progress indicator
shows the individual email and its attachments being converted in a progress window and the
PDF is printed after successful conversion to PDF format. As when clicking the button on the
main Outlook window, the filter rules that may have been setup are ignored when this button is
clicked and the add-in will do its best to convert the chosen emails.
3) Automatic mode – by selecting a folder (or folders) to monitor for incoming emails, the add-in
can work quietly behind the scenes creating a PDF from the emails that are received. There are
no progress windows, and the PDF will be printed upon successful conversion to PDF format.
Unlike when using the “Save As PDF” buttons, the filter rules that may have been setup are
adhered to, so that only emails from certain people or with certain keywords in the subject or
body will be converted to PDF.
4) Batch processing mode – in the Configuration window of the add-in is a tab entitled “Settings
and Utilities”. This tab has the button that allows processing of entire folders to take place all at
once. When using this method to create the PDFs the filter rules are examined to see if each
email is eligible for conversion. There is a detailed progress window but there is no printing
available when using this mode.
A word about printing: printing the PDF is a common operation. In order to print the PDFs automatically
(after conversion), it is necessary to have the Auto Print add-in from Sperry Software (sold separately).
If it is not installed, then the Save As PDF add-in will disable this option and the PDFs will have to be
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printed using some other mechanism. Also, note that because this add-in creates the email and its
attachments into a single PDF file, that the print job is submitted as a single print job and it is not a
series of separate print jobs where the order of the items printed could get mixed up.
Additional options include:
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Automatic renaming or overwriting of PDF files
Save the attachment in a Windows sub-folder (mimics the Outlook folder structure)
Optionally mark the email after processing as read/unread/deleted
Execute a program after saving the PDF
Monitor multiple folders at the same time
All emails can be converted into PDF, however the add-in cannot convert meeting items, appointments,
tasks, or any other type of Outlook item – emails only. The following file types (that are attachments to
the email) can be converted into PDF:
PDF Files (these are merged into the new PDF)
Microsoft Word (both .doc and .docx)
Microsoft Excel (both .xls and .xlsx)
Microsoft Powerpoint (both .ppt and .pptx)
Image Files (JPG, JPEG, GIF, TIF, TIFF, and PNG formats)
Text Files (.txt, .htm, and .html)
Zip files (.zip)
Concerning zip files, the add-in will “peer inside” the zip attachment and convert each file contained
therein into PDF as well.
In addition, emails can sometimes have other emails as attachments. These are no problem for the Save
As PDF add-in. As each attachment that is an email is encountered, it is converted into a PDF and then it
is examined for any attachments that it might contain. This process is recursive and so it allows for great
flexibility regarding attachment processing.
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Configuring the Add-in
Once the installation is complete, you are ready to use Attachment Save. When you open Outlook you
will notice a new button “Sperry Software Add-Ins” button added to the main Outlook toolbar:
Outlook 2013
Figure 1.B (Outlook 2007 shown)
Clicking this button displays the Sperry Software Add-ins configuration screen. It is on this screen that
settings are made to control the functionality of the add-in.
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Email Settings Tab
Figure 2.
This area allows you to choose the conditions for saving PDFs, and specify the Outlook folders that will
be monitored for incoming emails that should be converted automatically.
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The “When to Save the Emails as PDF” frame allows you to choose to automatically have emails
converted to PDF in the background as you work. Clearing the Automatic checkbox still allows
you to control which emails get converted to PDF by the buttons that show up in the main
Outlook toolbar, the buttons that show up in an individual email, or via the batch mode
(available on the Settings and Utilities tab).
The “Filtering Rules” frame allows you to choose to Save All Emails, or save only those that
match the criteria you specify. “Save only those that match” options (which accept wildcard
characters (the asterisk is the wildcard character) and are not case sensitive) must match in
order to have the add-in process the email. The options are OR’ed together.
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PDF File Settings Tab
Figure 3.
This tab provides options for specifying how to handle the PDF file once it has been created.
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The “Where to save the PDF(s)” option specifies the root Windows folder where the PDF files
will be saved. The add-in will not function until this folder is chosen.
The “What to Save As PDF” frame provides options for the saving of emails as attachments as PDF’s.
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“Save emails and attachments into PDFs, one PDF per email” will save all attachments, along
with the original email, into one PDF when checked.
“Save the email into its own PDF” will create a separate PDF for the email, apart from any
attachments.
“Save attachments into their own PDFs” creates a PDF which will contain the attachments from
an email. If “Also include a copy of the email before/after the attachment” is checked, the
attachment PDF will also have the copy of the email included in the designated location.
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The “Save Options” frame specifies options that apply to the general operation of the add-in as the
emails are saved.
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“Automatically rename file”: If this is checked, duplicate files will not be overwritten when a
new PDF is saved. When duplicate names are found, a new file name will be created by
appending to the PDF filename a dash followed by a number (“-1,” “-2,” etc.). For example, an
attempt to save multiple files named Expenses.xls would result in files named Expenses.xls,
Expenses-1.xls, Expenses-2.xls, etc. That said, you can press the “Rename Options” button to
rename the attachment according to parameters contained in the email, for instance by the
sender’s name, the sender’s email address, etc. This flexibility is controlled by the use of
keywords (in brackets) in the template filename. By default, the PDFs are named according to
the subject and the received date of the email.
“Mimic Outlook folder structure”: The Mimic Outlook folder structure organizes your Windows
folders in an identical manner to your Outlook folders. If this is checked, when the PDF file is
saved, sub-folders will be created in your Windows folder (starting from the one specified in the
Settings tab) to mimic your Outlook folder structure. For instance, if you have an Outlook folder
under your Inbox named “Expense Reports”, and your root folder is “C:\My Documents\My
Saved PDFs”, and an incoming email with a subject “Monthly Expense Report”, it would be
saved under “C:\My Documents\My Saved PDFs\Personal Folders\Inbox\Expense
Reports\Monthly Expense Report.pdf”.
“Prompt to save files when saving manually”: When checked, prompts for a filename and save
location, when the toolbar button to Save PDF is clicked (in an individual email). When it is
unchecked, the email and the attachments are saved using the options specified in the add-in.
“Print the PDF after it has been processed” normally this is disabled if you do not have the
Auto Print add-in from Sperry Software (it is sold separately). However, if the add-in is installed
and enabled, then this checkbox controls the automatic printing of the PDF file according to the
Auto Print settings.
“After Processing” options are: Mark email as read, Keep email as unread, or Delete email.
Delete Email after processing is helpful when receiving and processing the same email on an
automated basis. These options will only take effect if the email was successfully converted into
PDF. In addition, this option is not available when using batch mode, only when converting
individual files automatically or when using the toolbar buttons.
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Settings and Utilities Tab
Figure 4.
There are two main areas on this tab, one for handling what to do with emails that fail to convert
successfully for any reason, and one that starts the process of converting entire folders of emails into
PDF files.
The first area, “PDF Generation Options (Advanced)” has a few options available.
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“Compression level” gives you several options for the level of compression on the PDF
generation, while “Use PDF Standard” allows you to pick from various PDF standards.
“Create page numbers in the generated email” will assign page numbers within the newly
created PDF. Note that this option applies only to the email portion of the PDF.
“Include the mailbox owner name at the top of the email” adds the account name associated
with the email for easier organization.
The “Generate US Letter Size Email PDFs” and “Generate A4 Size Email PDFs” radio buttons let
you select the size of the PDF that will be generated.
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“Always include attachments as “raw” attachments” will leave the attachments alone and not
have them transcribed.
“Execute a program after saving the PDFs” will allow you to do just that – execute an external
program after the PDF has been saved. The program you specify is invoked once each time a
PDF is saved. Because the PDF file may be renamed on the fly, you must use %1 as the
substitution for the final filename. For example, let’s say you wanted to copy the PDF to the
root of your C: drive, you could type in “copy %1 C:\” (without the quotes, of course).
The second area controls the batch process mode. Clicking the button pulls up the form in Figure 3.
This form controls the batch processing mode of the add-in which allows you to save entire folders of
emails all at once. To begin, choose the folder(s) you would like to have converted, and then click the
“Process Now” button. The progress bar will begin moving along according to the number of emails in
each folder (that is, it will start over at the beginning each time it starts to convert a new Outlook folder,
assuming that you selected more than one folder to process). Outlook cannot be used during this
process, so if it anticipated that a large number of emails (where large is defined as more than 1000
emails at once) then it may be best to let it operate during a lunch break or possibly even overnight.
Note that the add-in uses the settings from the “Email Settings” tab and the “PDF Settings” tab. So, if
you have a filter defined, the filter rules that were previously setup will be obeyed when the batch mode
runs.
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Exceptions Tab
If an email is unable to be saved as a PDF, this tab will allow you to determine what will be done.
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“Move the email to an Outlook folder” lets you set a specific destination folder for these
emails.
“Mark the email with this category” gives you the option of designating a specific category for
emails that were not converted to PDF.
“Suppress warning prompts” will stop Outlook from presenting you with warnings related to
PDF conversion.
“Suppress successful conversion prompts” will likewise stop the notifications of successful PDF
conversion.
“If an attachment fails to convert, include it as a raw attachment anyway” will create a file for
the email even if it did not successfully convert to PDF when checked.
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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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