Save As PDF
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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.
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.
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.
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.
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