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Another Microsoft "Feature" !!!! I haven't looked at this - are you trying the Explorer Search Companion or Windows Desktop Search ? The .msg format is enormously complicated and isn't the easiest thing to search, but you would have thought Microsoft could handle their own format. Steve Norris Alliance Group www.alliancegroup.co.uk -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]]On Behalf Of Donald Henderson Sent: 02 February 2007 12:29 To: [log in to unmask] Subject: Re: Converting emails into documents We have noted a problem with .msg files - the standard MS search functionality seems to ignore them ! Donald Henderson Information Compliance Manager Perth & Kinross Council -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]] On Behalf Of Steve Norris Sent: 02 February 2007 12:27 To: [log in to unmask] Subject: Re: Converting emails into documents I agree with Mark, this topic is very relevant to records management. I don't believe the widely-touted approach of archiving ALL e-mails is an acceptable solution. Catherine wishes to merge several e-mails together and store them in a different format. This is a concern also - as Eldin points out not all metadata will be stored; and can a merge of several e-mails into one document be regarded as a true record ? What do others think ? Surely the safest approach is to declare an e-mail as a record and then save that one (e-mail) record. If you use Outlook, saving as a file in Microsoft .msg format (ie as a document) gives you an exact copy of the e-mail. You could still view these saved e-mails using Outlook. Alternatively you could save in Acrobat .pdf format but is this a true record as not all the metadata will be stored ? As far as re-using e-mails saved as documents, I am not sure you should be doing this once the e-mail is declared as a record. It may be better to start a new e-mail and either refer to the contents of the original or attach it to the e-mail. As Peter says, an e-mail stored in .msg format does in fact allow you to reply to it. Regards, Steve Norris Alliance Group www.alliancegroup.co.uk -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]]On Behalf Of Mark Brookes Sent: 02 February 2007 11:25 To: [log in to unmask] Subject: Re: Converting emails into documents I think this topic is really relevant and something I have been giving consideration to here. I also have PDF maker and it works/integrates well with most applications on Windows. However the challenge I have found from converting emails into documents is their re-use, particularly if you delete the original email and rely on the document. For instance if a PDF is generated or a text file, how do you re-use the content (i.e. reply to the email). Has anyone found this issue or developed solutions for it (we do not use Outlook in this organisation but do sometimes store emails in EDRM). Regards Mark Brookes Information Officer CITB-ConstructionSkills Tel: 01485 577383 Mob: 07775 676403 >>> "Bradshaw, Phillip" <[log in to unmask]> 01/02/07 20:32:01 >>> As Steve and Eldin mention Adobe will do this - including single click exporting a complete Outlook folder to a single pdf document. Although you lose some of the metadata it can be a very useful tool for working with an archive, as the process creates bookmarks which let you sort the emails by sender, date etc. -----Original Message----- From: The UK Records Management mailing list To: [log in to unmask] Sent: 01/02/2007 18:04 Subject: Re: Converting emails into documents Hi Catherine, If a single 'print' document gives you all you need you could choose to print to an Acrobat (pdf) document. Acrobat and other software packages offer a 'print' driver which installs on your PC and allows you to 'print' to a pdf document and save it to disk. It would also be possible to program an Outlook add-in to output just what you want to a document type (eg Word) - This isn't for the faint-hearted though ! Regards, Steve Norris Alliance Group www.alliancegroup.co.uk -----Original Message----- From: The UK Records Management mailing list [mailto:[log in to unmask]]On Behalf Of Redfern Catherine Sent: 01 February 2007 17:12 To: [log in to unmask] Subject: Converting emails into documents I hope this is not off-topic, but in my mind it fall within records management, so here goes: Using Outlook and Windows, is there a way of exporting the content and basic metadata (subject heading, to, from, date etc) in a series of emails into a single document (e.g. word?). For example in Outlook when I select several emails together and go to print preview, it shows a single print document which contains the content and header information from all the selected emails. I want to be able to save this document and retain all the relevant formatting. 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