Using the Office Envelope

Using the Office Envelope Many Windows applications are email-enabled and include a File, Send E-mail menu that enables you to send the current document by email
Nội dung trích xuất từ tài liệu:
Using the Office Envelope[ Team LiB ]Using the Office EnvelopeMany Windows applications are email-enabled and include a File, Send E-mail menu thatenables you to send the current document by email. Some applications, such as Word,have several send options and you can send a file as an attachment or embedded in theemail message, whereas others can send a file only as an attachment.When you click on the E-mail icon in the toolbar or choose File, Send To, Mail Recipientand a message header is added to the file, youre using the Office Envelope to send thefile. If you want to send it as an attachment, choose File, Send To, Mail Recipient (AsAttachment) instead (see Figure 23.4). Figure 23.4. Words File, Send To menu includes options to send Word documentsfor review, as attachments, save in an Exchange folder, or send using Internet Fax— all these options send the document using Outlook. Using the File, Send menu from any application will always use the Outlook editor, even if you have Word selected as your email editor.Word, Excel, Publisher, OneNote, and Access have the capability to send open files usingthe Office Envelope. This enables you to send the file in the message body, instead of asan attachment. When the Office Envelope is available, youll see File, Send To, MailRecipient or an email icon on the toolbar (see Figure 23.5).Figure 23.5. The Office Envelope sends the current file as the message body. Use the E-mail button to toggle the message header and E-mail toolbar on and off. The Mail icon on the toolbars in Office applications is either an open envelope or includes a paper clip, which usually means the file will be added as an attachment.Each Office program handles Office Envelopes differently: • Publisher converts the publication to a JPG and embeds it in HTML, resulting in a larger message. • Word converts the document to HTML. • OneNote converts the note to HTML and has the option to send the note file as an attachment. When used with a Tablet PC or graphics tablet, Ink is converted to images. • Access uses the Office Envelope on a limited number of objects, such as forms. An ActiveX control is embedded in the message, which is blocked in the restricted zone Outlook uses for email. • Excel sends the current sheet or a selection as the message body. Some elements, such as text boxes and buttons, are converted to JPG. Sending the current sheet or large selection can result in a very large message and takes several minutes for Excel to render and send it. • FrontPage sends the current page as HTML. • Picture Manager has an option to send the selected images embedded in an HTML message and include the image as an attachment.Although Office Envelopes are an easy way to send information, the resulting messagecan be much larger than sending the document as an attachment. When you send messages using the Office Envelope, they often can be opened for editing in the application that created them. Look for Open in [program] on the Edit menu or on the context menu when you right-click in the message body.In addition to sending documents using the Office Envelope, you can use the Insert Filedialog to insert a file either as an attachment or—for Word documents, HTML, and othertext-based documents—insert the file as inline text by selecting Insert As Text (seeFigure 23.6). Figure 23.6. Use the Insert File dialog to insert attachments or inline text to yourmessages. Insert As Text works well when you send HTML newsletters created in an HTML editor.Using For Review or As AttachmentIn addition to using Office Envelopes to send files, you can send files as attachments. TheFile, Send To menu uses two types of attachments: attachments sent for review andstandard attachments. Standard attachments are just that—its the same as sending a fileusing the Insert File option in Outlook.Sending an attachment for review includes document information that enables you tomerge the changes when the reviewer sends the file back to you. In addition, theReviewing toolbar is visible and Track Changes is turned on.Recipients are able to reply with changes if the Add Properties to Attachments to EenableReply with Changes is enabled in Outlooks Tools, Options, Preferences, E-mail Options,Advanced E-mail Options. With this feature turned on, Outlook includes informationabout the original file so that when its sent back to you the documents can be merged.Sending from Other ApplicationsMany other applications are MAPI-aware and can be used to send open files by email.Users occasionally have a problem using the File, Send To menu (some applications callit File, E-mail) and send ...