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Do you regularly send your Word documents via email? I know I do – I spend ages crafting the perfect document/form/report/whatever, and then as soon as I am done I want to share it with my colleagues/the world!
In the old days (before I found what I will call the “Send Menu” from now on) I would create the document, then save it, then I would go to Outlook, create a new email, type in some corny subject, type a quick message “FYI this is my document, hope you like it…” then add the attachment… hang on, where did I save it? It isn’t in the normal place? Where could it possibly be? Oh that’s right I saved it on the desktop – drop down that drop down box, click on desktop, then click on the file… then click attach. Double click the attachment to make sure I go the right one – nope that was the draft version… time to find the real one……..
You get the idea – what should be simple – turns out time consuming. Don’t worry though, by using the send menu in Word 2007, you can save yourself a lot of trouble!
[NOTE] – this post assumes that you have downloaded the free PDF/XPS plugin for Office 2007. If you have not downloaded this great plugin – you can learn more here
When you click on the Office Orb (the old file menu) you will find a menu option called Send. If you have the PDF/XPS plugin installed, you will find four different options.
- E-mail as PDF Attachment
- E-mail as XPS Attachment
- Internet Fax
By selecting Send -> E-mail option, Word 2007 will open a new email message in Outlook, with the document as an attachment in Word Format. If you have saved the document in Word 2007 format (.docx) then the attachment will be .docx. If you want to send your document to people using Word 2003 or earlier, make sure you save in Word 97-2003 format (.doc) first – then click Send -> E-mail.
E-mail as PDF Attachment
By selecting Send -> E-mail as PDF Attachment, Word 2007 will open a new email message in Outlook, with the document as an attachment in the Adobe PDF (Portable Document Format) format. This is handy if you are sending documents to printers, or if you want to share this document online
E-mail as XPS Attachment
By selecting Send -> E-mail as XPS Attachment, Word 2007 will open a new email message in Outlook, and attach the document in Microsoft’s XPS format
Finally, by selecting Send -> Internet Fax, if you have an account with one of the Internet Fax providers, you can send your document by fax to any fax machine. If you have an account – you can also receive faxes via email – very cool stuff!
The above are just a few different ways you can send your Word 2007 documents. If you are lucky enough to have SharePoint infrastructure in your workplace, there are many many more ways you can share your documents (with things like Workflow!)
’till next time,
[tags]Word 2007, Tutorial, Share, Collaboration, SharePoint, Internet Fax[/tags]