Operation Manual

Table Of Contents

USING ACROBAT X STANDARD

Creating PDFs

Last updated 10/11/2011

Convert email folders to a new PDF

PDFMaker can convert multiple folders to PDF in one procedure. It is not necessary to select the folders at the

beginning of the process because you can select them in a dialog box that appears automatically.

1 Do one of the following:

• (Outlook) Choose Adobe PDF > Convert Selected Folders > Create New PDF.

• (Lotus Notes) Choose Actions > Convert Selected Folder(s) To Adobe PDF.

2 In the Convert Folder(s) To PDF dialog box, select the folders. Then select or deselect the Convert This Folder And

All Sub Folders option.

3 In the Save Adobe PDF File As, select a location and name for the PDF Portfolio.

When the conversion is complete, the new PDF opens in Acrobat.

Set up automatic email archiving

1 Do one of the following:

• (Outlook) Choose Adobe PDF > Setup Automatic Archival.

• (Lotus Notes) Choose Actions > Setup Automatic Archival.

2 On the Automatic Archival tab of the Acrobat PDFMaker dialog box, select Enable Automatic Archival. Then select

options for Frequency and the time of day at which automatic archiving occurs.

3 Select other options, according to your needs:

Maintain Log Of Archival Creates a record of each archiving session.

Choose File Specifies the name and location of the archiving log.

Embed Index For Faster Search Creates an index that you can search to find specific words or characters instead of

having to search each individual document.

4 Click Add, and select the email folders and subfolders. Then select or deselect the Convert This Folder And All Sub

Folders option, as preferred, and click OK.

In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.

6 Review the settings and the archive folder names listed in the Acrobat PDFMaker dialog box, and do any of the

following:

• To add other email folders to the list, click Add and select the folder.

• To remove folders from the list, select the folders and click Delete.

• To change an archive file, select any folder name from the list, click Change Archive File, and specify the name and

location.

• To start archiving email immediately, click Run Archival Now.

Create PDFs from Word mail merges

Mail merges from Word generate documents like form letters—for one common example—which are personalized

with information like the names and addresses of the individuals to whom they will be sent. With Acrobat PDFMaker,

you can save steps by using a Word mail merge document and corresponding data file to output mail merges directly

to PDF. You can even set up PDFMaker to attach those PDFs to email messages that are generated during the PDF-

creation process.