Presenting, printing or filing an email correspondence in date order

The Challenge

You need to present, print or file an email correspondence, or chain, in chronological order. It should include all or selected email messages exchanged between two or more people and read in date order. You may need to present it as a paper print-out or as one or more computer files, often as PDFs.

Problem 1: Reverse order

A single email may have all the previous messages in the conversation appended to it (added at the end) but if you print it they are in reverse order – the oldest last and the newest first. This makes it very difficult to follow the narrative of the exchange of messages.

Problem 2: Duplicate messages

The messages you need may be spread across more than one email. This happens when someone sends a reply that is either a brand new email or a reply to an email that is not the latest.

As soon as you start to consider multiple emails there is almost certain to be duplication in the appended messages.

Problem 3: Hyperlinks and Bookmarks

If you need to present the correspondence in a document that will be used on-screen rather than on paper ( increasingly referred to as e-documents or e-bundles) then you will need to enable the user to easily find and jump to relevant sections. Guidelines and requirements are emerging for such document. See e-bundles.

The Solution

Print for Trial is an add-in for Microsoft Outlook that can do this for you.

Features:

  • Process one or many emails
  • All messages which are appended to each email are identified, separated and placed in date order.
  • When multiple emails are processed, duplicate appended messages are discarded
  • The original message is presented or printed followed by all the replies in date order.
  • You can create an optional cover summary page listing the senders of the messages in the email chain in chronological order.
  • Hyperlinks and bookmarks can be included to enable jumping from the summary page to each message and back
  • Include bookmarks that are still available when the PfT output is included in larger documents
  • The title and introduction on the cover page are fully customisable.
  • You can choose to show each message on a new page.
  • Select or de-select individual senders of messages
  • Select or de-select individual messages.
  • Output to Word, PDF, HTML or straight to printer.
  • Output in Word, PDF, or HTML format as either a single file or with each message as a separate file to facilitate the assembly of more comprehensive documents.
  • Output options include creating a single file for each message or attachments. There is a choice of filename formats. The default filename format allows all messages and attachments to be shown in File Explorer sorted in date order. Summary details can be created as a CSV file facilitating further customisation.
  • From PfT 3 integration with Outlook search means you can search for items in any folder and then use PfT to process the results. This means you can easily include items in the Inbox, Sent, and Deleted folders.

Print for Trial will not only save you time but present the evidence you need in a professional manner.

Below is a short video introduction to Print for Trial