Microsoft Office Tutorials and References
In Depth Information
Emailing your Microsoft Office files
Cc is short for carbon copy, a relic from the time of typewriters and carbon paper.
If you Cc somebody, they will get a copy of the email too. You might wonder why
there is a Cc box at all, since you could simply add the person’s name in the To
box. It’s just a slightly different way of addressing someone. If you copy somebody
on an email, you’re merely keeping them in the loop. If you address somebody in
the To box, you’re probably expecting them to reply.
Bcc is short for blind carbon copy. This is a bit sneakier. Normally, all recipients of
the same email can see each other’s addresses; but anybody addressed in the Bcc
fi eld is hidden from the other recipients. The Bcc addressee will be able to see the
people in the To and Cc boxes, but the others won’t be able to see them. You can
put multiple people into the Bcc box, and they will all be hidden from each other
and everyone else. The main use for this is if you’re emailing a lot of people who
don’t know each other. It might be seen as rude to be giving out people’s email
addresses to people they don’t know, so if you put all the addresses into the Bcc
fi eld, all the email addresses will be kept secret.
Emailing your Microsoft Offi ce fi les
You can send Offi ce fi les with your emails. When you add a fi le to an email, it’s
called an attachment, a nod to the days when you might have attached something
to your letter with a paperclip. Now, you do it with the simple press of a button.
But fi rst, you need to think carefully about how your document will be used.
Offi ce 2010 and Offi ce 2007 save their fi les in a new way, which older versions
of Offi ce can’t open. Some people don’t use Offi ce at all, so they can’t open any
Offi ce fi les. You can save your fi le as a different fi le type for these people, though,
so it will work with the software they do have. The drawback is that they might not
be able to do any editing or you might lose some of the more advanced formatting
along the way.
Table 9.1 shows the main types of fi le you can create using Offi ce and some of the
problems you might encounter with them. The fi le types higher up the table tend
to offer a better experience for recipients, so go for the fi rst one you know people
can open. The best way to work out what fi le type to send is often to ask the
recipient what they want. Most people do have Offi ce, so it’s a question of which
version. If somebody doesn’t have Offi ce, or if it’s important to preserve the appearance
of a document, most people can open (but not edit) PDFs.
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