MS Outlook Add-in

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MS Outlook Add-in


 

Main-Image MS Outlook Add-in

 


 

The PDF-XChange MS Outlook Add-in provides a user interface to convert email items to PDF, and bypasses the need for an email client when used to archive emails. The main features are as follows:

 

Conversion of emails into PDF documents. A wide range of standard/customized page format sizes is available.

Preservation of hyperlinks and bookmarks from existing documentation in created files, including the option to make them explicit.

Protection of documents through the use of authentication passwords, encryption algorithms and permission settings.

Compression of documents and multiple specification settings that are compatible with all industry-standard formats.

Quick-launch options that utilize the default PDF viewer on the local computer.

Digital signing of documents with digital certificates from the Windows certificate store/local file, including the customization of signatures and placement options.

Creation of self-signed digital IDs for use when third-party validation is not required.

Management of timestamp authority server configurations.

 

When MS Outlook is opened, the PDF-XChange Standard add-in is displayed in the main toolbar:

 

outlook.settings

Figure 1. Outlook Toolbar. PDF-XChange V6 Tab Selected

 

Click the Convert to PDF button to convert selected emails to PDF. The Save As dialog box will open. Select a name and location for the new file and click Save. If the file name already exists then the software will prompt for action to take:

Direct Overwrite replaces the old file with the new file.

Auto Number adds a number to the end of the new file name.

Cancel Job Operation and Leave the Job cancels the process.

Select Another File enables the selection of an alternative file.

Settings is used to configure the PDF-XChange Standard options. Click the Settings button to open the following dialog box:

 

PDFXOptions

Figure 2. PDFXChange Options Dialog Box. PDF Page Tab Selected

 

Click the tabs to customize the PDF Page, Security and Advanced Settings:

 

PDF Page Settings

 

Use the Standard dropdown menu to select a standard size for the PDF page dimensions. Use the Units dropdown menu to select the units of measurement for page dimensions.

Alternatively, select Custom to enter custom dimensions.

Use the Margins number boxes to determine margin sizes.  

Select the Generate Links in PDF File box to generate links when PDFs are created.

Use the Border Type dropdown menu to determine the format of border links:

No Border is the default setting.

Rectangle adds a rectangular border to links. Options are then available for Border Width, Border Style and Border Color and can be selected from the corresponding menus.

 

Click OK to save settings.

 

Security Settings

 

outlook.addin.security.tab

Figure 3. PDFXChange Options Dialog Box. Security Tab Selected

 

Select the Use PDF Security box to enable further security options.

Select the Passwords Required to Open the Document box to set document passwords. Enter the desired password in the Password text box.

Select the Passwords Required to Change Permissions and/or password box to set a password to change document permissions and passwords. Enter the desired password in the Password text box. See below for document permission options.

Use the Encryption Level dropdown menu to determine the level of document encryption:

40-bit RC4 encryption has four options:

Select Allow Printing to allow document printing.

Select Allow Changing the Document to allow document editing.

Select Allow Content Copying or Extraction, Enable Accessibility to allow content copying/extraction and document accessibility.

Select Allow Adding or Changing Comments and Form Fields to allow the insertion/editing of comments and form fields.

128-bit/256-bit encryption has three options:

Select Enable Content Access for the Visually Impaired as desired.

Select Allow Content Copying and Extraction to enable the copying and extraction of content:

Use the Changes Allowed dropdown menu to determine permitted changes.

Use the Printing Document dropdown menu to determine printing settings.

Select the Encrypt Document Metadata box as desired.

 

Click OK to save settings.

 

Advanced Settings

 

outlook.advanced.settings

Figure 4. PDFXChange Options Dialog Box. Advanced Tab Selected

 

Select the Run Default application for PDF files after conversion box to launch the default PDF viewer and view files immediately after conversion.  

Use the Compression Level dropdown menu to determine the level of compression in converted files.

Use the Conform to Specification menu to determine the specification to which converted files conform.

Select the Digitally sign Document box to enable the digital signing of documents.

Click the Settings button to determine digital signature settings. See here for further information.

Select the Use Time Stamp Server box to use a time stamp server when digitally signing documents. Use the dropdown menu to select a server. Click the Manage button to Add, Edit or Remove time stamp servers.

 

Click OK to save settings.