Saving Emails as a PDF Document

General Information

  • Please read ALL of the instructions carefully, all of the information in this document is important and will lead to better success when saving emails.
  • To save emails you must have Adobe Acrobat installed, this should already be installed on your computer from the LAN department, if not reach out to resalan.support@resa.net
  • There is a folder inside of your home drive (G Drive) named RESA Saved Emails and that is where you should be saving your email, if you do not have this folder reach out to us at resalan.support@resa.net
  • You can search for groups of emails you would like saved by using the search bar at the top of Outlook, examples of some queries are:
    • Searching from a specific email address:
      from: example@resa.net
    • Searching for emails with a specific subject:
      subject: Example Subject
    • More examples can be found here
  • When naming your PDF file, you may want to come up with a naming scheme to help with organization of emails.
    • Example: Emails from Tom

Instructions

  1. Select all of the emails you would like to be saved.
    The more emails you select the longer this process will take, we recommend keeping the selection to less than 20 at a time
    • You can select a group of consecutive items by clicking the top-most item, then holding down the shift key, and then click the bottom-most item.
    • You can add or remove non-consecutive items from your selection by holding down the Control (CTRL) key and then clicking on an email.
  2. Right-click on one of the selected emails
  3. Click Convert to Adobe PDF

  4. Browse to your home drive under This PC on the left side, also known as your G Drive on PC.
    For Mac users it will look like this: smb://resafs01.resa.net/users/<username>
  5. Once inside your home drive, double click the folder RESA Saved Emails to enter that folder
  6. Create a unique name for the document. MAKE SURE THE NAME IS UNIQUE OR PREVIOUSLY SAVED EMAILS MAY BE OVERWRITTEN
  7. Click Save

  8. Wait for the conversion to be completed. It may seem at times that your computer is frozen. This process is intensive and may take some time.
  9. Once this is complete, Adobe Acrobat will open with a preview of the saved emails.

Appending Emails to a PDF Document

General Information

  • This is a great way to stay organized, you can save groups of emails into different PDF documents

Instructions

  1. Select all of the emails you would like to be saved.
    The more emails you select the longer this process will take, we recommend keeping the selection to less than 20 at a time
    • You can select a group of consecutive items by clicking the top-most item, then holding down the shift key, and then click the bottom-most item.
    • You can add or remove non-consecutive items from your selection by holding down the Control (CTRL) key and then clicking on an email.
  2. Right-click on one of the selected emails
  3. Select Append to Adobe PDF

  4. Browse to your home drive under This PC on the left side, also known as your G Drive on PC.
    For Mac users it will look like this: smb://resafs01.resa.net/users/
  5. Once inside your home drive, double click the folder RESA Saved Emails to enter that folder
  6. Click on the document you want to append the emails to.
  7. Click Open.
  8. Wait for the emails to be saved.
    It may seem at times that your computer is frozen, this is an intensive process and may take some time especially with large emails with attachments.

  9. Once this is complete, Adobe Acrobat will open and you can view the emails, and they will be appended to the document selected
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