Exporting Emails from Gmail Account into a PDF Portfolio
It is often necessary to process emails stored in online email service such Gmail or Hotmail. You can retrieve emails from Gmail/Hotmail by adding an account to the Microsoft® Outlook® to connect to the online provider and download the emails to your computer.
This tutorial shows how to export emails from Gmail/Hotmail account and convert them into a PDF Portfolio file. The PDF Portfolio file could be used as input for the email conversion applications such as the AutoPortfolio™.
What is a PDF Portfolio?
A PDF Portfolio contains multiple files assembled into an integrated PDF unit. For example, a PDF Portfolio can include text documents, e-mail messages, spreadsheets, CAD drawings, and the PowerPoint® presentations. The original files retain their individual identities, but are assembled into one PDF file. It is important to understand that PDF Portfolio is not a PDF document. It is an archive of files stored inside a single file with a PDF extension. PDF portfolios are commonly used for storing emails exported from the Microsoft® Outlook®. The advantage of the PDF Portfolio format is ability to view, print and search emails on any computer that can display PDF files.
Email Metadata
Every file inside a PDF Portfolio may contain an associated metadata information. In case of emails, it can include "From", "To", "Subject", "Sent", "Description", "Attachments" and other fields. The actual list of fields depends on the type and origin of the email messages and may vary. The metadata fields may be absent from the portfolio if it was not exported from the Outlook®, but created directly in the Adobe® Acrobat®.
You need a copy of the Microsoft® Outlook® and the Adobe® Acrobat® installed on your computer in order to use this tutorial.
Step 1 - Add Gmail/Hotmail Account to the Microsoft® Outlook®
Make sure that your computer is connected to the Internet. Start the Microsoft® Outlook® application. If you're already using your Gmail/Hotmail account in the Microsoft® Outlook®, then go to the next step.
Click "File" in the main menu. Click the "Add Account" button.
Add Gmail/Hotmail account
Enter an email address to add a Gmail/Hotmail account. Click "Connect" to proceed.
Enter email address
Enter the password for your account. Click "Connect" to proceed.
Enter the password
Click "OK" once your account setup would be completed.
Click OK
The newly added email account appears in the accounts list. If you do not plan to use this account permanently, then you can remove it from Outlook after completing the email conversion.
Email account appears in the accounts list
Step 2 - Specify Conversion Settings
If you are performing the conversion for the first time, then it is necessary to check Adobe PDF conversion settings in the Microsoft® Outlook® to make sure they are properly configured.
Select the "ADOBE PDF" tab from the top menu. Click "Change Conversion Settings" to specify the conversion settings.
Click Change Conversion Settings
The Acrobat PDF Maker is part of the the Adobe® Acrobat® installation and is responsible for exporting the Outlook® emails into PDF format. Make sure that the "Attachments:" menu is set to "Include all attachments in the Adobe PDF" and the "Output Adobe PDF Portfolio when creating a new PDF file" option box is checked.
Optionally, uncheck the "Block download of external content" option box for automatic download of external images contained in the emails. This will ensure readability of receipt emails from airline companies, PayPal, booking/order taking sites such as Expedia, Amazon, and eBay.
Click "OK" to close this dialog.
Specify conversion settings
Step 3 - Export Emails to PDF Portfolio File
Select an email folder you want to convert (for example, "Inbox") and right-click it. Select "Convert "Inbox" to Adobe PDF" from the popup menu.
Convert email folder
If only part of the email folder needs to be converted, then select individual emails by holding the Ctrl button while clicking on the messages. Right-click once all necessary email messages are selected. Choose "Convert to Adobe PDF" from the popup menu.
Convert selected messages
Specify an output file name and location in the "Save Adobe PDF File As" dialog.
Click "OK" to start the conversion. Once the conversion is finished, the output file will be automatically open in the Adobe Acrobat.
Specify an output file name
Note that email metadata (From, Subject, Date, Attachements,...) is transferred into PDF portfolio file. Typically, the next processing step is to convert the PDF portfolio file into a single regular PDF document using AutoPortfolio plug-in. This operation will convert all individual emails and various attachments into a single PDF file. All email attachments will be also converted into PDF format and appended after the corresponding emails.
The PDF Portfolio file contains converted emails
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