An Add-On for Outlook’s Missing PDF Export

Many of email’s pain points no longer exist thanks to accounts accessible from multiple devices, push notifications, robust searching, and effective spam filters. However, one pain point remains for lawyers in particular — getting email messages and attachments out of Outlook and into PDF format for archiving purposes, ediscovery, and sharing with clients.

By Neil J. Squillante

SWING Porter for Outlook in One Sentence

Launched recently, SWING Porter for Outlook is an add-on that automates exporting email from Outlook and converting it into PDF format.

The Killer Feature

SWING Porter for Outlook resides on the Outlook Ribbon after installation. If you have many users, you can also perform a network installation of the software. Once installed, you can export one or more messages, folders, etc. In addition to exporting email messages and their attachments to multiple PDF files, you can also export to PDF Binders or PDF Packages.

When you create a PDF Binder, SWING Porter for Outlook converts all the email messages or folders you select into a single PDF file. Inside, a table of contents mimics your organizational structure in Outlook’s Navigation Pane. “In this way, you can conveniently create an electronic closing binder with just one click on the SWING Porter for Outlook export button,” SWING CEO David Jakelic tells us.

A PDF Package provides an alternative method of saving multiple email messages and attachments in a single PDF file. Each message exists as an attachment within a PDF Package. A built-in navigation pane enables you to browse, search, and sort these messages by date, sender, etc. “Coupled with the ability to import Office and other types of documents, a PDF Package provides an ideal way to save your client matter data all in one place,” says Jakelic.

Other Notable Features

Dynamic Conversion Profiles enable you to apply different conversion settings to each PDF export. The default profiles should cover “90% of use cases” according to Jakelic, but you can customize these defaults or create entirely new profiles. Settings include the context in which a profile should appear (e.g., single message selected, folder selected, etc.), the format of the export (multiple PDF files, Binder, or Package), the file naming convention, and the destination for the file.

File names can match whatever system your firm uses thanks to the ability to create a formula from all the data fields available in Outlook. For example, you can use date and time sent or received, the sender and/or recipient’s name, the name of the folder in which the message resides, etc.

Instead of manually invoking SWING Porter for Outlook, you can automate exports by setting up a rule on a timed schedule.

What Else Should You Know?

SWING Porter for Outlook starts at $99 per user. Volume discounts exist. For example a 5-user pack costs $420. A license includes all updates for the current version and email support. You can try the software for free.

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