Export Outlook E-mail to Numbered PDF Files

PstViewer Pro is a Windows software tool for managing email messages and converting them into PDF and other useful formats.  Today we will show you how to configure PstViewer Pro to convert Outlook emails into sequentially numbered PDF files.  

PstViewer Pro uses a concept called Email Export Profiles to accomplish it’s work. Out of the box, PstViewer Pro comes with about twenty pre-defined export profiles. Each profile can be customized in many different ways to suit your specific project requirements.

If you would like to follow along with this tutorial, download the 15 day free trial of PstViewer Pro.

Screen shot of of the main user screen, PstViewer Pro email viewer software.
PstViewer Pro, Outlook email viewer

PstViewer Pro can export email messages to PDF in different ways, and provides you with a great detail of control over file naming, including the ability number .pdf files sequentially. In situations where emails are introduced as evidence in a court proceeding, being able to number the resulting files makes it easier to identify specific content. We can do this by changing the file naming setting in PstViewer Pro.

In PstViewer Pro 6.0 or later, select the Export tab from the main software toolbar. From the drop down list, choose the profile you want to edit. In our example, we will configure the email export profile called “PDF – attachments converted/included.” 

This screen shot shows the location of the email export profile editor.
Editing an email export profile

Select “Edit Profile.”  The profile editor window will open.  

PstViewer Pro profile editor window showing different settings options.
Profile editor window

Locate the “File naming schema” setting and click the box to see the “Export File Naming Schema Editor.”

Screen shows the PstViewer Pro file schema editor.
Export File Naming Schema Editor

The current naming criteria is shown in the text box.  Click in the box and remove the current settings.  Next, click on and drag the “Increment” element into the text box. The animated file below to shows exactly how this is done.

Editing Export file naming schema in PstViewer Pro to incremental naming.

Click “OK” until you’re back at the main PstViewer Pro screen.  Now when you export your Outlook .pst, .ost, .msg or .eml email files to PDF using the “PDF – Attachments Converted/Included” profile, your exported files will have names that are incremental, such as 1.pdf, 2.pdf, etc.

Note that you can also include text in the element text box along with the “increment” element.  If you wanted all emails to include a case number, precede the increment element with “Case-29328-” and the resulting pdf files would named accordingly, such as:

“Case-29328-100.pdf,” with “100” being the 100th pdf file created during the export.

We hope that this has been useful to you. PstViewer Pro is very flexible. If you’re unsure whether or how a specific task with email can be accomplished with PstViewer Pro, just ask our support team.

Visit the product home page for more information on Pst Viewer Pro software, or to purchase a license.

How to append an email message to a PDF file.

PstViewer Pro is a tool for people who work with E-Mail messages. It helps them perform laborious tasks quickly and efficiently.

PstViewer Pro has powerful capabilities for processing email into PDF files.  This video shows the steps required to take one or more E-Mails and append them to the bottom of an existing PDF file.  For example, if you are compiling a list of E-Mails from a client into a single PDF document, you can use PstViewer Pro to continue adding to that PDF as messages are discovered over time.

If you have any questions about PstViewer Pro, you can talk to us right now using the “chat” button on this web page.  You can also send an email to supportline at encryptomatic.com, or call 1-651-851-4902.  We look forward to talking with you and helping you finish your project.

Bulk Converting Outlook E-mail to PDF Files: Two Software Products To Get the Job Done

PDF portable document format is great way to future-proof Microsoft Outlook email messages for archiving purposes. This article looks at two software products that will help you bulk convert Outlook messages and their email attachments into pdf format: Pst Viewer Pro, and MessageExport, an add-in for Outlook.

Pst Viewer Pro Email Viewer
PstViewer Pro is a Windows desktop software application that can access Outlook email messages that are stored in different formats, including large .PST and .OST files, and individual messages in .MSG and .EML files.  Functionality includes very strong email-to-PDF export capabilities.  The developers give you capabilities that are difficult to find in other email conversion applications, such as the ability to export many emails into a single PDF file. You can also export individual emails into single .pdf files.

Image shows the main Pst Viewer Pro window, with email selected.
Pst Viewer Pro main window.

In the realm of email conversion software, file attachments are often ignored or extracted and saved to a hard disk.  Pst Viewer Pro is able to convert the most common attachments into the PDF image. If they are unable to be converted, attachments will be embedded as separate files so that the context of the file to the email will remain intact.

Using Pst Viewer Pro, you can perform bulk conversions of thousands of emails to .pdf format. If your Windows computer has a 64-bit operating system, the Pst Viewer Pro installer package will automatically install the 64-bit version on your computer, allowing you to take advantage of  higher amounts of memory and speed.

While MessageExport, the next software package we will look at, operates as an add-on inside of Outlook, Pst Viewer Pro does not require the presence of Outlook.

Click here to learn more about Pst Viewer Pro and download a free 15 day trial.

MessageExport Add-In for MS Outlook
MessageExport is an add-on for Outlook that is also developed by Encryptomatic LLC, the creators of Pst Viewer Pro.  MessageExport is tightly integrated with Microsoft Outlook 2003/2007/2010 and 2013. It works with 64 bit or 32-bit versions of Outlook.

Image shows user selecting the PDF export format from the MessageExport drop down list in MS Outlook.
MessageExport Add-in for Outlook

MessageExport can be used in a variety of useful ways, such as processing entire folders of emails to PDF and other formats. MessageExport’s timer function lets users setup a regular process that can be performed on a folder directory. For example, say I want to convert all emails I receive from you to PDF, and then have them moved to a specific folder on my network drive.  Using Outlook’s Rules function, I can move all emails from you into a specific folder. Then, I can have MessageExport process all emails in that folder to PDF and save them to my network.  MessageExport will only process new emails, and can remember those that it has already converted to .pdf.

Using MessageExport, you can convert thousands of emails to PDF. There is no pre-defined limit on the number of messages that can be processed.

Click here to learn more about MessageExport and download a free trial.