Sams Teach Yourself Microsoft Office Word 2003 in 24 Hours

In "Composing and Sending an E-mail Message from Word" earlier in this hour , you learned how to compose a new e-mail message from within Word. You can also send an existing Word document as the body of an e-mail message. When you use this method, Word converts the document to HTML format before sending it out. Unlike the traditional plain-text e-mail messages, HTML messages can contain graphics and other types of formatting, so your Word document retains much of its formatting when it is sent. The recipient does not have to have Word to read the message, but he or she must have an e-mail program that can handle HTML messages.

Follow these steps to send a Word document as an e-mail message:

  1. Create a new Word document or open an existing one, and then click the E-mail button in the Standard toolbar (see Figure 22.5).

    Figure 22.5. Click the E-mail button to send the active document as an e-mail message.

  2. An e-mail header appears at the top of the document. Fill in the header information. By default, Word uses the document name as the subject of the message, but you can change it to whatever you like. The Introduction text box (available in Outlook) gives you a spot to add a note to the recipient.

  3. Click the Send a Copy button to send a copy of the document as an e-mail message (see Figure 22.6). (The original document remains in its current location on your computer system.)

    Figure 22.6. Fill in the e-mail header and send the message.

Your computer connects to the Internet, if you aren't already online, and then Word sends the message. When the recipient receives it, it looks something like the message shown in Figure 22.7. HTML can't duplicate Word formatting exactly, so you can expect the HTML-formatted message to differ somewhat from the original Word document. In Figure 22.7, you can see that the page border was removed from the document when it was converted to HTML.

Figure 22.7. This message is a Word document, now formatted in HTML.

If you want to see what your document will look like on the receiving end, follow these steps, but send a test copy of the message to yourself by putting your own e-mail address in the To text box before clicking the Send a Copy button.

After you've sent a Word document once as an e-mail message, when you open it in the future and click the E-mail toolbar button, all the e-mail header information that you filled in the last time you sent the document is already inserted for you. This makes it easy to send regular updates of a document to the same recipient. (You can, of course, change the e-mail header information to send the document to someone else if you need to.)

Related

Категории