Document Exporter for Outlook

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Document Exporter for Outlook

A fast, light-weight add-in for Microsoft® Outlook® 2007 and 2010 that makes it very easy and effortless to generate PDF, XPS and other document formats right out of your emails and attachments.

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Document Exporter brings support for exporting Outlook items such as emails, appointments and their attachments to PDF, XPS and other widely used formats. You can batch convert multiple items to multiple PDF documents in a single-click, or merge to a single PDF document. Whichever method you use, Document Exporter preserves all the inline/embedded images, hyperlinks and even attachments in the generated PDF documents. To be even more productive, you can automate Document Exporter to output the PDF files from incoming emails without requiring your intervention.
Video Demo 1 – Export PDF, XPS from emails and attachments in Outlook
(includes merging and batch processing multiple emails and attachments to PDF etc.)
Note: You can also refer to the video demonstration hosted on our site here
Highlights: 
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Seamless integration with Microsoft Outlook*
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Supports export to the following document formats:
Adobe Portable document (.pdf)
- XML Paper Specification document (.xps)
- Microsoft® Word document (.doc)
Web-archive single page (.mht)
- Filtered webpage (.htm)
- Microsoft® Word 2007 and 2010 document (.docx)
Rich Text Format (.rtf)
OpenDocument Text (.odt)
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Works with mail, appointment and task items
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Preserves inline images and hyperlinks in the output.
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Images with HTTP URLs are automatically saved locally and the links updated to make them available in the generated documents.
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Process multiple emails, appointments or tasks in batch mode and export to multiple documents.
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Use a generic incremental name or the subject of the email, appointment or task to name the output files generated in batch mode.
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Merge multiple emails, appointments or tasks into a single document.
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Convert selected emails, appointments or tasks into a supported document format and automatically attach them to a new email.
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Optionally, allow for exporting attachments to a subfolder. You can control if not to save the inline images and hidden attachments.
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Append the selected Outlook items to an existing PDF file
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Real-time monitoring and automatic export of incoming emails/new items of an Outlook folder or mailbox to a user specified document format such as PDF/XPS/DOC and other formats
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Optionally, maintain a single PDF file on automatic export, on which, every new Outlook item received or added (in the Outlook folder or mailbox) will be appended over this single PDF file
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Special MSI installer available for enterprise wide deployment (upon request)
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Supports and optimized for the new Microsoft Office 2010
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Dynamic naming scheme for generated documents, by using metadata information from the Outlook item (eg. Subject, Received Time, Sender….)
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Convert attachments to PDF, either to their respective individual file or merged to a single fileNEW
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Automatically embed PDF version of the attachment files back to the original Outlook item for easy viewing in iPad, iPhone and other tablet devicesNEW
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Convert multi-page TIFF attachment to multi-page PDF fileNEW
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Works with Office 2010 32bit and 64bitNEW
 
* Outlook® 2007 and 2010 (both 32bit and 64bit are supported).
Video Demo 2 – Embed the PDF versions of the attachments back to the email 
(for viewing non-PDF attachments in emails within iPad, iPhone and other hand held devices)
 
Note: You can also refer to the video demonstration hosted on our site here
Now support export of
Attachments to PDF!
Version 5 added the support for exporting attachments in the mail or appointment items to PDF format, either, to corresponding PDF files or, merged along with the email to get a single PDF.
Supported attachment formats - docx, docm, doc, dot, dotx, dot, htm, html, mht, mhtl, rtf, txt, odt, wpd, wps, xl, xlsx, xlsm, xlsb, xlam, xltx, xltm, xls, xlt, xla, xlm, xlw, odc, uxdc, ods, csv, prn, pptx, ppt, pptm, ppsx, pps, ppsm, potx, pot, potm, odp, bmp, gif, png, jpg, jpeg, tif, tiff, pcx, psd
Whether the attachments are Word, Excel, PowerPoint, Web or simply plain text documents, Document Exporter would automatically convert to PDF. Dowload your Copy today!

 

How It Works
The world most popular email client  - Microsoft Outlook , is still devoid for support of PDF and XPS and other popular document formats, unlike other applications in the Microsoft Office 2007 and 2010 suite. So, as usual, most of us has to either rely on Adobe Acrobat plug-in (which means, you will have to buy it and yes, it costs a lot too) or, make use of a PDF printer driver, or crudely, one can just simply copy-paste the content of the web page to Microsoft Word and convert to PDF/XPS. Document Exporter is designed to bridge this gap by bringing the PDF/XPS supports in Microsoft Outlook, by leveraging your existing investment in Microsoft Office.
Internally, Document Exporter makes use of Microsoft Office application such as Word, Excel, PowerPoint etc. to perform the processing/export and hence, you are able to save emails to PDF and XPS plus other popular formats such as DOC, DOCX, RTF, ODT, MHT and filtered web friendly HTML.
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Generating a PDF and other document format from a selected Outlook item.
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Generating PDF files and other other document formats in batch from multiple selected Outlook items
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Generating a merged single PDF file or other document format containing all the selected Outlook items.
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Appending selected Outlook items to an existing PDF file
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Converting attachments to PDF
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Embedding PDF version of attachments to Outlook items
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Automatic embedding of PDF version of attachments back to the Outlook items
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Automatic export of PDF and other formats from incoming emails
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How to maintain a single PDF file for the automatic export for a folder/mailbox
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Output settings for generated PDF and other documents
Generating a PDF and other document format from a selected Outlook item
 
The easiest way to generate a PDF or document format is to simply select an Outlook item, either from the Explorer window or by opening the Outlook item in its inspector window, and clicking one of the document format from the 'Export to File...' drop down menu.
In Outlook 2010, these menu items are available under the context menu (i.e., popup menu you get when you right-click the selected items)
Context menu when a single item is selected:
And you can then export the selected Outlook item to a PDF or other support document format. In the 'Save As' dialog, the file name of the document to be generated is pre-filled with metadata information of the selected Outlook item. For example, below in the screenshot, the file name is in the format Subject + Underscore (_) + Received Time.  This way you don't even need to input and key in the name of the document.
You can of course customize what metadata information is used from the Outlook item to name the generated document fromOutlook > Document Exporter toolbar/ribbon > Settings. You can customize the default naming scheme for different type of Outlook items such as mails, appointments or tasks separately .
  
Generating PDF files and other other document formats in batch from multiple selected Outlook items
 
When you select multiple Outlook items, the drop down options under the 'Export to File' menu will change to reflect the varied way of batch processing the items and export to a document format. One of these options is to generate individual PDF or document format from each of the selected Outlook item in batch. 
Context menu when multiple Outlook items are selected:
This 'Batch Export' dialog enables you to specify the destination folder where all the document files would be saved. You also have the option to choose what file title the generated documents would take - either a defined generic name or use metadata information extracted from the Outlook item, such as Subject, Sendername, ReceivedTime etc.
Generating a merged single PDF file or other document format containing all the selected Outlook items.
 
When you select multiple Outlook items, the drop down options under the 'Export to File' menu will change to reflect the varied way of batch processing the items and export to a document format. One of these options is to generate individual PDF or document format from each of the selected Outlook item in batch.
Choose any one of this option if all you want is to merge all the selected mail (or post) items to a single document. You will be prompted to specify a filename and the folder location to save the document.
Appending selected Outlook items to an existing PDF file
 
Document Exporter supports appending any selected Outlook items, single or multiple, to a specified existing PDF file. The selected items will be converted to PDF format and would be appended at the end of the specified existing PDF file.
Converting attachments to PDF
 
You can set Document Exporter add-in to include attachments when generated PDF document from Outlook items. There are three ways attachments can be outputted to PDF - as separate PDF file for each attachment, or, merge all attachments to a single PDF file, or merge all the attachments along with the email content to one single PDF file. Whether the attachments are Word, Excel, PowerPoint, Web, images or simply plain text documents, Document Exporter would automatically convert to PDF.
Attachment formats that are supported for conversion to PDF files:
  • Word Files (*.docx, *.docm, *.doc, *.dot, *.dotx, *.dot, *.dotm)
  • Excel files (*.xl, *.xlsx, *.xlsm, *.xlsb, *.xlam, *.xltx, *.xltm, *.xls, *.xlt, *.xla, *.xlm, *.xlw
  • PowerPoint Presentation files (*.pptx, *.ppt, *.pptm, *.ppsx, *.pps, *.ppsm, *.potx, *.pot, *.potm, *.odp)
  • Images (*.bmp, *.gif, *.png, *.jpg, *.jpeg, *.tif, *.tiff, *.pcx, *.psd)
  • Single File Web Page (*.mht; *.mhtml)
  • Web Page (*.htm; *.html)
  • Rich Text Format (*.rtf)
  • Plain Text (*.txtl *.prn; *.csv)
  • XML Document (*.xml)
  • OpenDocument Text (*.odt)
  • Works 6.0 - 9.0 (*.wps)
Embed PDF version of the attachments back to the Outlook item
 
If you have an iPad, iPhone or other tablet devices, you would have probably experience the inability to view various attachment file formats from within your email. PDF format support, is however built-in natively in most of these devices and you can easily preview the PDF attachment within the email. Keeping this limitation in mind, Document Exporter now supports embedding the PDF version of the attachments back to the email item, so that you can easily preview all the non-PDF attachments in your hand-held device. You can choose to merge all attachments to a single PDF, or to separate PDF files, and embed to the original email.PDF Embedding options under Output Settings
Email before embedding the PDF version of the attachments:
Email after embedding a single PDF version, merged of all the attachments:
Email after embedding separate PDF version of each non-PDF attachment:
Automatic embedding of PDF version of attachments back to the Outlook items
 
You can also automate this embedding of PDF version of the attachments to incoming emails without requiring your action, from under Document Exporter toolbar/ribbon > 'Automations' drop down > 'Automatic Embedding of PDF version of the attachments'.
Automatic export of PDF and other formats from incoming emails
 
A major feature of Document Exporter is the real-time monitoring of any number of Outlook folders or Exchange mailboxes. This will automatically process incoming mails or newly added appointment and task items and generate PDF or other documents based on the user chosen format, without any intervention from the user. This automatic conversion of Outlook items to PDF or XPS documents requires no input and intervention from the user. Now, you can easily maintain a parallel copy or backup of your current Outlook items.
Automatic export works by allowing Document Exporter to monitor user specified Outlook folders or Exchange mailboxes, such that, when new emails are received or new appointments or tasks are added, Document Exporter automatically processes those items in real time and generate document files as per the user pre-settings for that particular Outlook folder or mailbox.
To add a new Outlook folder, for automatic export
When you press the ‘Select Folder...’ button, you will be prompted to choose an Outlook folder, which you want Document Exporter to monitor for automatic export. You can select a Mail/Post items folder ( ), or an appointment folder ( ), or a task folder ( ). This folder can be a public folder or a shared mailbox folder also.
To add a new Exchange mailbox, for automatic export
For adding a new Exchange mailbox for automatic export, you will be prompted to choose a particular user (or mailbox name) from the global address list. Make sure that you have access permission to the chosen mailbox, otherwise, Document Exporter won’t be able to process incoming emails on that mailbox and no document files would be generated.
How to maintain a single PDF file for the automatic export for a folder/mailbox
 
With the PDF option, you can opt to output a separate PDF file for each Outlook item received or added (just like for other format such as DOC, XPS), or you can opt to maintain a single PDF file, on which, every new Outlook item received or added will be appended over this single PDF file, just like an e-book.
The entire appending of new Outlook items to this particular PDF file is seamless to the user, and if you have checked the option for saving attachments to subfolder in Setttings, all the attachment files from the appended items will be outputted to the PDF_Attachments subfolder. (Eg. Sales Report_Attachments)
 
Control over the generated documents
 
You have complete control over the PDF/XPS document generation. You can customize the default file naming scheme by choosing your own metadata fields, specify the attachments output behaviour, choose single or multiple PDF merge options and modify the page setup and layout etc.
There are five portions in this Settings Panel:
1) Convert Attachments to PDF A new feature added in version 5 release is the support for converting attachments to PDF files. The conversion of attachments to PDF files works for all scenarios i.e., single or multiple mails export, merging multiple mails, forwarding single or merged emails etc. The PDF output can be controlled in three ways:
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Output to individual PDF - Each attachment can be converted to individual PDF file. The PDF files will be placed under a subfolder (eg. 'documentName_Attachments_PDF' assuming the PDF document of the email was saved as 'documentName.pdf').
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Merge all attachments to a single PDF - All attachments can be merged to a single PDF. This single PDF file will be placed under a subfolder (eg. 'documentName_Attachments_PDF' assuming the PDF document of the email was saved as 'documentName.pdf'. The single PDF file that has all the merged attachments will have a name like 'Documents_mergedAttachments.pdf').When multiple mails or appointments are merged and exported, all the attachments of each of the mail or appointment item would be converted and saved to the same subfolder (eg. 'MergedDocumentName_Attachments_PDF' assuming the document was saved as 'MergeDocumentName.pdf').
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Append all attachments to the email PDF - All attachments can be appended to the PDF document of the mail item. This result PDF file will contain the email, as well as all the attachment files.If multiple mails or appointments are selected for a single merged PDF document, all the attachments of each of the mail or appointment item would also be merged to the PDF document.
Only attachments having the following extensions are supported for converting to PDF format. docx, docm, doc, dot, dotx, dot, htm, html, mht, mhtl, rtf, txt, odt, wpd, wps, xl, xlsx, xlsm, xlsb, xlam, xltx, xltm, xls, xlt, xla, xlm, xlw, odc, uxdc, ods, csv, prn, pptx, ppt, pptm, ppsx, pps, ppsm, potx, pot, potm, odp, bmp, gif, png, tif, tiff, jpg, jpeg, pcx, psdIf the attachment is a PDF file, then it is directly outputted or merged along with the other attachments format.
Additionally, you can exclude PDF attachments from being included when a PDF email is forwarded.
2) PDF optimization Here, you can specify the optimization for published PDF files. If you use the first option 'Optimize for Quality', the output file will be larger, but will be in high quality. This is useful for printing purposes. On the other hand, the second option 'Optimize for Publishing' gives you a minimum size of the PDF file, by compromising in the quality a bit. This is ideal for sharing over the internet, email etc.
3) Append PDF options You can now append selected Outlook items to an existing PDF file. You can choose if to output the final document file (containing the appended pages) as a new PDF file, or to overwrite the existing (original) PDF file.
4) Default file naming scheme based on metadata information You can customize the default naming scheme of the generated documents for different type of Outlook items such as mails, appointments or tasks separately. There are two drop downs from which you can choose two metadata fields, and these two portions would be concatenated by the chosen symbol of the separator drop down. The availability of the fields would depend on the Outlook item type. For example, for appointment, you will have fields specific to that Outlook type, such as Start time, End time, Organizer etc.
5) Page Setup You can define the orientation - landscape or portrait, as well as choose between the following paper size for the generated documents:
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Letter
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Tabloid
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Ledger
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Legal
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Executive
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A3
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A4
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11 x 17
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10 x 14
6) Output Attachments in original state to a subfolder
Export Attachments to a subfolder when saving a mail, appointment or task item to a document format. If you enable this option, and when you save an email to a document, it would also export all the available attachments of the item, to a subfolder (eg. 'documentName_Attachments' assuming the document was saved as 'documentName.pdf'). You can also optionally exclude inline image and hidden attachments from exporting.
If multiple mails or appointments are merged and exported as a single document, then, all the attachments of each of the mail or appointment item would be saved to the same subfolder (eg. 'MergedDocumentName_Attachments' assuming the document was saved as 'MergeDocumentName.pdf').
Organizations with Enterprise Licenses
 
 
 
Choose between 3 licensing options - a single seat license that allows use of the application in one primary system, and additionally, on a secondary system such as personal laptop, the Country Enterprise License (CEL) allows deployment of this product to unlimited number of workstations/users within the organization but limited to a country. The Global Enterprise License(GEL) allows multi-national companies (MNCs) unrestricted use and deployment of this product in multiple subsidiary companies and sites world-wide.
NOTE: Before you decide to make a purchase, it is recommended that you have a look at the comparison chart below for all the available license variants on offer.
 
Personal License
Limited Team  License
Enterprise License
Standard/
Professional
Country
Global
Number of Seats
1
1
10
Unlimited within a country
Unlimited worldwide
Export Outlook items to PDF, XPS, DOC, DOCX, MHT, ODT
Export Attachments to PDF
Batch Export Support
Export from Shared Mailboxes
Export from Public Folders
Automation Features
 
Support and Free Upgrades
1 year
3 years
3 years
3 years
3 years
Cost (One-time license fee)
90 USD
150 USD
1200 USD
2000 USD
5000 USD
Country and Global Enterprise License for unlimited users
What do you get with an Enterprise license?
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Avail certain features locked in the single user license.
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No limitation to the usage scenario - use the product on any number of shared mailboxes or public folders (apart from your primary mailboxIMAP/POP or local PST folders).
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Unlimited seats*.
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Priority support and bug fixes. Support queries are answered within 24 hours.
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Special version that does not require registering the license on every system
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MSI installer for enterprise wide deployment available upon request
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Included 3 years of Support and Maintenance
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Free upgrade for 3 years.
* In Country Enterprise license (CEL), 'unlimited users' refer to employees within the organization specific to a country. Whereas, in Global Enterprise License (GEL), 'unlimited users' are the employees of the parent organization, as well as those from any subsidiary companies or locations elsewhere in the world. If you are a Multi-National Company (MNC) and would like to deploy this product in subsidiary companies located around the globe, you can opt for the Global Enterprise Licensing scheme.