TIP 17: Archiving Outlook Messages
Acrobat 7 lets you archive your Outlook email messages, which you can then index and search or add to other PDF documents. There are two ways to archive your email messages. You can create a PDF file from a single email message and add to it, or you can select a folder of messages and create a PDF document from its contents.
Archiving Tips
To create an Outlook archive, be aware that: You can only use the process when one of the New Mail, Discussion, Reply, or Forward windows are active. You can't use Outlook 2000 if Word is the email editor selected for Outlook.
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To start an archive, select the first email in Outlook list and then click Create PDF From Selected Messages . The Save Adobe PDF File As dialog opens. Browse to the location where you want to save the file. Type a name for the file, and click Save. You can add a file to an existing archived message as well. Select the file you want to add from the Outlook messages and then click Convert and append selected messages to an existing Adobe PDF. Again the Save Adobe PDF File As dialog opens. Select the file you want to add the additional document to. Click Open to close the Save As dialog box; the file is processed and added to the selected PDF file.
Planning Archival Names
Some organizations such as governments require that all emails be saved. Archiving emails using PDF is a terrific way to organize material for storage. Regardless of the reason why you need to archive email, it pays to take a few minutes to organize a method for naming the archives. For a graphic designer, consultant, or engineer, it may be useful to archive according to project name, for instance. In other circumstances, it may be useful to archive by sender's name; you might want to select files and track correspondence regarding purchases by product name if you are involved in a retail business. |
Finally, you can create a PDF document from an existing Outlook folder. Select the folder and then click Convert selected folder to Adobe PDF. Type a name and choose a location for the archive PDF in the Save Adobe PDF File As dialog. Click Save to save the file. In Acrobat, a number of bookmarks are added to the file (Figure 17). You can locate the contents of the archive based on sender, date, or subject.
Figure 17. The default email archive process includes a set of bookmarks to locate individual emails quickly.
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