Auto Print User`s Manual
Contents
1. checkbox e Click on Apply Then OK then restart Outlook e Send yourself a message or have someone send one to you and it will be printed Auto Print Copyright 2012 2014 Sperry Software Inc Page 2 Configuring the Add in Once the installation is complete you are ready to use Auto Print When you open Outlook you will notice a new button Sperry Software Add ins added to the toolbar Inbox Microsoft Outlook File Edit View Go Tools Actions NOD32 Help QA New Zi i Ka e Reply Reply to All i Forward aa Y amp LA Send Receive X S DI Search address books N i Pu Sperry Software Add Ins ar sr Outlook 2007 MEO HOME SEND RECEIVE FOLDER VIEW Sperry Software ont Sperry Software Sperry Software Add Ins Outlook 2013 Clicking this button displays the Sperry Software Add ins configuration screen It is on this screen that settings are made to control the add in s functionality Auto Print Copyright 2012 2014 Sperry Software Inc Page 3 AutoPrint Incoming Email Tab Installed Add Ins Add in Configuration Incoming Email Outgoing Email Print Settings Automatically print incoming email Incoming Email folders to watch Outlook Folders Inbox Filter Rules All Incoming Emails Only those which match C Subject Line C Sender Name C Sender Address C To Address What to Print C Print the Email Use a to separate your items Z2. items in this tab This way the Sent Items folder will Auto Print Copyright 2012 2014 Sperry Software Inc Page 6 contain the BCC recipients and the complete header in general assuming you have any BCC recipients that you want printed Print Settings Tab Installed Add Ins Add in Configuration Incoming Email Outgoing Email Image Options The options in this section apply only to attachments with the following extensions JPEG JPG XIF PNG TIFF TIF FAX PCX TGA BMP PSD PCD WMF EMF and EFX V Resize the image to fit the page V Center the image on the page Printer and Page Setup Change the margins page Email Page Setup orientation the paper size and source as well as the printer Email PrinterS Print Options wl After printing mark the email as read Add page numbers to printed emails Include attachment count in the body of the email v d Pause for 3 seconds after each print job is submitted Figure 3 Configure Print Settings Auto Print Image Options Choose print and image options including Size to Fit and Collate Resize the image to fit the page will expand or contact graphic images to exactly fit the page Center the image will perform a centering operation on the page before it is printed Note that these two options apply to just the file types listed that is most graphic type files Printer and Page Setup Print can be sent to non default printer
3. Print tachment with this fle ype Figure 1 Auto Print Configuration Window This area allows you to set the parameters for printing incoming received emails Auto Print Incoming Email folders to watch enables you to choose which Outlook email folders you want the add in to monitor for printing Emails that arrive in this folder will be printed depending on the settings in the Filter Rules frame The emails can arrive via the normal send receive mechanism or they can be pasted or dragged dropped from another folder into this folder The Filter Rules frame controls the criteria for determining which emails to print You can choose to print All incoming Emails or Only those which match the criteria that you specify You can choose to print only when the subject line matches the sender s name matches the sender s email address matches or the To address matches in case you have more than one email address configured Just like all the text fields in the Sperry Software line of add ins you can use wildcards for matching text it s not case sensitive and you can specify multiple criteria by separating the items with semicolons Copyright 2012 2014 Sperry Software Inc Page 4 e The What to Print frame determines whether to print the email the attachment or both When printing attachments you will need to specify the file type s that you want to print to avoid
4. because it goes into the body of the email as opposed to the email header Finally the Pause for N Seconds After Each Print Job Is Submitted option is useful when printing large attachments This option basically forces the add in to wait for a few seconds while the print job is fully queued into the printer and is useful if there are large attachments being queued A reasonable value is 5 10 seconds It will need to be even higher if you continue to see that some attachments are printed twice PDF Options There are two ways the add in can print PDF attachments The first method uses Adobe Reader and is made available in case the second method Use Built In Routines is not satisfactory The default is to use the Built In Routines since there is more control over the printing Copyright 2012 2014 Sperry Software Inc Page 8 Print Now Tab Installed Add Ins Print Entire Folders O Print according to the Filter and What To Print settings in the Autoprint Incoming Email tab Print everything in the folders selected below including all emails and attachments Folders To Print Figure 4 Batch Print This area allows you to print emails and or attachments that are already in the Outlook folders that is a batch print operation e Inthe Folders to Print section you can determine what folders Auto Print will look for when searching for email to print e If you choose Print acco
5. e 10 Auto Print Copyright 2012 2014 Sperry Software Inc Page 11 Troubleshooting Q I m having trouble and need to start over with installing What can do A Follow these instructions http www sperrysoftware com kb questions 98 1 27m having problems 2C and l need to reinstall my add ins from a clean start How do l do this 3F Q The Sperry Software Add ins button is not visible A Run the Add ins Reset tool The add in reset tool among others can be downloaded from http www sperrysoftware com outlook tools as Q How can we contact you for more help A For help on more in depth issues check out our Knowledge Base Auto Print Copyright 2012 2014 Sperry Software Inc Page 12
6. print attempts on unprintable file types Again you can separate multiple file types with a semicolon or print any attachments using a wildcard like Auto Print Copyright 2012 2014 Sperry Software Inc Page 5 AutoPrint Outgoing Email Tab Installed Add Ins Add In Configuration Incoming Email Qutgoing Email Print Settings M Automatically print outgoing email Fitter Rules All Outgoing Emails Only those Emails which match C Print if Subject contains Use a to separate your items C Print if Recipient Name contains What to Print C Print Outgoing Emails which match the filter O Print Attachments with this file type Use a to separate your items Figure 2 Configure Outgoing Email This tab allows you to set the parameters for printing outgoing sent emails Most of the options are analogous in function to the incoming settings but apply to messages going out e The Automatically print outgoing email function will automatically print each message that is sent e Filter Rules are similar to those for incoming mail choices such as All Outgoing Emails or Only those Emails which match the criteria that you specify However only the Subject and the Recipient Name are available e What to Print offers the same choices as incoming print emails or print attachments Tip It may be easier to monitor the Sent Items folder on the Incoming Email tab rather than printing the
7. rding to the Filter and What To Print settings Auto Print will only print email that meet the criteria determined in the Filter and What to Print settings found in the Autoprint Incoming Email tab e Ifyou choose Print Everything Auto Print will process all emails and attachments specified in the Folders to Print section e Once you are ready clicking the Print Now button will begin the print process A progress indicator will appear and update as the emails and or attachments are printed Auto Print Copyright 2012 2014 Sperry Software Inc Page 9 Exceptions Tab Installed Add ins Add in Configuration Incoming Email Outgoing Email Print Settings PrintNow x Printing Exceptions Sometimes it is helpful to avoid printing certain files or file types Examples include companies that must always send a Terms and Conditions attachment To avoid printing items like these specify the file names below Similar to the attachment file types wildcards can be used here if you dont know the exact file name ahead of time You can separate multiple files with a semicolon Files or file types to exclude Print Email Options When an email prints by default the intemal print routines are used However this eliminates the top line of the email denoting the account Checking the box below causes the add in to use the Outlook method choosing this option has the drawback that emails always print to
8. s by specifying the printer setup Emails can be sent to a different printer than the attachments however all emails must go to the one printer selected here Likewise attachments do not need to be printed to your default printer but all attachments will be sent to the printer selected here In the Email Page Setup and Page Setup dialogue note that you can select the margins page orientation and other options including Collate To print a complete copy of the document before the first page of the next copy is printed select the Collate check box If you prefer to print all copies of the Copyright 2012 2014 Sperry Software Inc Page 7 Auto Print first page and then print all copies of subsequent pages clear the check box You can also specify the number of copies that you would like to print Print Options After printing the email the add in can optionally mark the email as read so that you know that it handled the email This is the last operation that is performed by the add in so if there were any errors along the way then the add in does not mark it as read This way you can quickly see which ones have been printed and which have not You can choose to include page numbers in the generated email Note that this option applies only to the emails and not to the attachments There is also an option to print the number of attachments that were included in the email when it arrived or when it was sent This can be useful information
9. the default printer C Use Outlook when printing email items instead of the built in routines Temp Folder Printing attachments requires a temp folder f you have problems printing attachments specifying a specific temp folder should help C Users Mike Win8Venus AppData Local Temp Select Folder Figure 5 Print Exceptions Auto Print Printing Exceptions This tab allows you to do exclude certain file types This can be useful if you consistently receive legal disclaimers that you do not need to print In the example above no text files txt will be printed by the add in Print Email Options Normally the add in uses its own routines to print the emails This is advantageous for printing to non default printers However for legal reasons it is sometimes imperative to have Outlook itself print the emails and to not modify the emails in any way Checking the option will cause the add in to use Outlook when printing the emails This option does not affect the printing of attachments and checking it will result in the emails being printed to the default printer just like Outlook does The ability to include page numbers and the attachment count will automatically be disabled if using this option Temp Folder This option allows you to specify a specific folder for the print temp files This option is helpful if you encounter problems with the automatic printing feature Copyright 2012 2014 Sperry Software Inc Pag
10. w SE Auto Print Sperry Zeng Pa ay Prac User s Manual DEA Welcome 2 L ell Ulli EE E WEE 3 AutoPrint Incoming Email Tab 4 AutoPrint Outgoing Email Tab ttrt rrtt rrtt EErEE EEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEEE EEEE EEEE E EEn 6 AE a E e E E E ninni 7 Print NOW Tab eesekebeeeeseSEkESENE EENS NEESS eee iii 9 Exceptions Tab 10 Troubleshooting rai i eee 9 Auto Print Copyright 2012 2014 Sperry Software Inc Page 1 Welcome Thank you for choosing the Auto Print add in created by Sperry Software This add in allows you to print incoming and or outgoing emails set the criteria for determining what messages will be printed and choose whether you want to have only the email message printed only the attachment printed or both This feature can be combined with Outlook s Rules Wizard so that only messages that flow into a particular Outlook folder are printed and can be enormously powerful in the right circumstances such as receiving faxes via email which also need to be printed To Print Incoming Email Select a folder where your email arrives for this example wel use the Inbox e Click Choose Folder and choose the Inbox e A message comes up warning that you will have to restart Outlook in order to have the Inbox be monitored e For this example we ll leave the Filter Rules at the default All Incoming Emails e In What to Print we will check the Print the Email
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