Microsoft Office Tutorials and References
In Depth Information
Emailing a Document
Sharing a Document
Figure 9-1:
Select File Share
(Alt, F, H) to see your
options for sharing a
document. Select an
item in the middle of
the screen (such as
Send Using E-mail
in this figure) to get
more information
about sharing your
document that way.
You can attach the
document to an email
or, if you’ve stored it
online, send a link.
Emailing a Document
To email a document, go to the Backstage Share section (File Share) and select Send
Using E-mail (Alt, F, H, E). The right side of the screen gives you these options:
Send as Attachment. When you send a document as an attachment, you send
a copy of the document along with your email. If you send the attachment to
multiple people, each recipient gets his own, separate copy of the file. So if your
readers make comments or changes, you have to incorporate those back into
your copy by hand. (Page 230 tells you how to easily combine different versions
of a Word document into one.)
Send a Link. If you’ve stored the document in a shared location, like SkyDrive
or SharePoint, you can send an email that contains a link to the document.
Unlike emailing an attached document, this method points everyone to a
centralized copy of the document so that readers can find it online and work on a
single copy—no need to combine versions later. (More details on SkyDrive and
SharePoint in a moment.)
Send as PDF or XPS. Portable document format (PDF) and Microsoft’s XML
paper specification (XPS) are file formats that keep your document looking the
same—preserving formatting, images, layout, and fonts—on a variety of
computers. When you send a document as an attachment in one of these formats,
multiple recipients each get their own copy. The downside? It’s not easy to make
changes to the document. These formats are a good choice when you’re sending
a document for the recipients’ information, not for their feedback.
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