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When a transaction is complete I'm trying to copy to CD the entire folder for all email correspondence both for backup (I always make 2 CDs of transaction records) and so I can delete the folder from Outlook. My Outlook is so large it's consuming a trememdous amount of space on my lap top.

I read and tried the instructions in a June discussion of the same issue but it was for Outlook 2007 and converting to PDF (print to pdf) did not work. I only got a single page with nothing but "to, from, subject, date" at the top, nothing in the middle and my email addy at thebottom.

In the past I've "saved as" each individual email (usually as a text only) into the client file, but that is very tedious as I have to do each one individually. I'd like to do the entire file at once when the transaction is completed.

I really do not want to go to an online vendor that provides the service.

Any suggestions would be greatly appreciated.

Thank You, Tina Allerdings

Tina,

You can do a File - Export - Personal Files (pst) and browse to the folder you want to export. Probably best to export to seperate area on computer and then copy to cd.

One thing about Outlook. It is a memory hog. Be sure to setup and use the Archive feature in Outlook. Anything archived is still available by Outlook but is not loaded into if not requested. Another thing I do is when I receive a file with attachment I save the attachment to another location on my hard drive but "remove" the attachment from the email. That way I can save the email but not have it carry along the baggage of the file. Also, periodically clean out your sent files and delete files.

Jim Erickson

Showcase of Homes Realty, Minneapolis

How to easily save all your Outlook email to PDF files so you can archive them.

First, download and install CutePDF Writer. I have it posted on our web site:
http://www.doubledensitysoftware.com/download/CutePDF-Printer.zip

Or you can go to their web site, download the zip file from there:
http://www.cutepdf.com/Products/CutePDF/writer.asp

There are two files you need to install. Install the converter.exe file first and then install the cutewriter.exe file.

You now have a PDF printer! This program allows you to save any document as a PDF document. I've used it for years and it works!

Now to make your situation easier (mass email printing), you need to set the CutePDF printer as your default printer. To do this go to the Windows desktop to Start, Settings, Control Panel. Open the Printers and Faxes window. Now right-click the, CutePDF Writer and set it as the default printer. See image below:


Now you are ready to print all of your Outlook emails. Make sure you close and restart Outlook so that it will recognize the new default printer.

First, you have a couple of options when you are doing this because the first method is faster but there is an 'issue' that will occur, so you have to decide if it is important. Using this first method is faster, but any embedded images will only show up as a red x so if that doesn't matter to you, then use the first method.

Very Fast Method:
Select all of your email items you want to print by either selecting all of them, or by using the control-click method to select random selections. If you are going to only print one PDF file, you will have to open it as this method only works when you select more than one email to print. Once you have all of your emails selected, click the printer button on the toolbar. Outlook will start sending each email to the printer one at a time. Each time an email is sent to the printer, a window will open that will prompt you for a file name. It will create a unique but random file name for you, so if you don't care about the file name, just click the Save button and your file will be saved using that name. I usually just leave the random name as I'm just interested in saving the files and I can do a search on the files for keywords if needed later to find something. Once the files are created, burn them to a CD and you're finished... easy right?

Slower Method:
This method is slower, but images that show up in your email will also show up in the PDF file. Open each email, click the printer button in the toolbar. You will be prompted to change the file name, do that now, or just click the Save button. You have a perfect copy of the email saved as a PDF file. Images included!

Tip:
Because I am going to archive these files, I usually create a folder on my hard drive using either the name of the client, or the property street address. This makes it easy to find them if you burn many files to a CD using multi-session (this means you can keep adding files and folders to the CD until it is full).

Hope this solves a problem for those who need to archive their email.

If Outlook is what you use all the time, you might consider joining the All Things Outlook group I started on RealTown. Post your questions and/or problems and answers will "magically" appear before you know it.

Larry Perry
RealeSeller™ Transforms Outlook Into a "Genuine Real Estate CRM Application"
Our Online RealeSeller training classes are FREE!
Phone: (214) 453-2510
Email: Larry@realeseller.com
Web: www.realeseller.com
Blog: The Real Blog
Exchange Server: 123Together.com



 

"Jim said:
One thing about Outlook. It is a memory hog."

Jim, exactly what do you mean by this? And compared to what? In the regular meaning of "memory hog" Outlook is actually pretty good compared to other things. As you switch folders and view differnt things, this usage changes. Currently mine is on the All Things Outlook email folder with 402 emails in it... so, considering the current Outlook memory usage on my computer, it isn't bad.

For example, at this moment on my computer, Outlook is using 19 megs of memory compared to Internet Explorer using 26 megs. Now this is regular memory usage and doesn't include virtual memory, something completely different. If we were to figure that in, then Outlook is using 19+56 megs and Internet Explorer is using 26+84 megs.

A small sample of other programs using just normal memory, Windows Sidebar is using 53 megs, my software phone is using 19 megs, my Instant Message program is using 24 megs, Word with an open 3 page document is taking 100 megs, and iTunes from Apple is using 59 megs of memory. If you want to talk about something being a "memory hog" the combined total memory usage (just regular memory mind you) for all the Apple junk installed because I have an iPhone is 104 megs of standard memory when I have iTunes open.... wow.

So, calling Outlook a memory hog when compared to other programs, probably isn't a fair assessment of the situation. Having started my software development career on a computer with 4,000 bytes of RAM, I'm of the opinion that all software is a memory hog if I based it on my past experiences. But in today's world we have to look at what is happening with all software today. It is all pretty bloated... no doubt. And it could be better, but the programmers don't know any better for the most part. Most of them have grown up with "bloatware" and don't use many, if any, memory conservative methods when they write things.

I do agree with what you said about clearing out the folders and such. This keeps the data stored in the main database to a smaller amount, and it does make Outlook a little more robust when you do keep it cleaned up.

Larry Perry
RealeSeller™ Transforms Outlook Into a "Genuine Real Estate CRM Application"
Our Online RealeSeller training classes are FREE!
Phone: (214) 453-2510
Email: Larry@realeseller.com
Web: www.realeseller.com
Blog: The Real Blog
Exchange Server: 123Together.com
 

3/8/2009 @ 2:23 PM HST

>>

Tina Allerdings (snip):

I read and tried the instructions in a June discussion of the same issue but it was for Outlook 2007 and converting to PDF (print to pdf) did not work. I only got a single page with nothing but "to, from, subject, date" at the top, nothing in the middle and my email addy at thebottom.

<<

Aloha Tina:

I have Adobe Acrobat full version pro. With a simple click, I can convert the entire folder into a pdf file and it takes about a minute or less, depending on how many e-mails there are. Very simple, very fast. I could not imagine doling my business without it.

I know many RTers have posted about Adobe Acrobat imitations, but IMO, although it's not cheap, it's worth every penny to have the full Adobe Acrobat pro. We also use it to create fillable forms - I absolutely could not run my business without it.


With Warmest Aloha,

Ruth A. Gabbard (R), CRB, CRS, SRES, PB
Gabbard Hawaii Properties | Honolulu, Hawaii
808-534-1850 | 877-ALOHA HI (256-4244) Toll Free
Listserv E-mail: realtalk@hawaii-properties.info