Adobe Acrobat 9 PRO Extended - Manual (Page 87)

81 USING ACROBAT 9 PRO EXTENDED
Creating PDFs
Last updated 9/30/2011
• (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.
Migrate old Outlook PDF archives to PDF Portfolios
It’s a good idea to migrate old PDF email archives to PDF Portfolios for the following reasons: to facilitate sorting and
other functions, and to make it possible to add new email messages to those archives.
In PDF Portfolios, each email message is converted as a component PDF. You can then sort the messages by message
folder, sender, subject line, date, size, or attachments. Also, you can create custom categories and sort by those
categories.
If you open email archives created with Acrobat 7.0 or earlier, you must create an archive and append the selected
messages to the new archive. A wizard guides you through the process.
1 Open Outlook.
2 Choose Adobe PDF > Upgrade Acrobat 7 PDF Archive.
3 If a message appears, click Yes to continue the migration process.
4 Locate and select the old PDF archive, and click Open.
5 Select a location and name for the migrated PDF Portfolio, and click Save. (The default naming adds _Portfolio to
the existing filename, such as renaming an archive called Inbox.pdf as Inbox_Portfolio.pdf.)
When the conversion process is complete and the Creating Adobe PDF dialog box closes, the new archive 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.
5 In the Save PDF Archive File As dialog box, select a name and location for the archived email PDF. Then click Open.