Tài liệu Using the Office Envelope docx

[ Team LiB ]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.. Some appl

[ Team LiB ]

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 Some applications, such as Word, have several send options and you can send a file as an attachment or embedded in the email 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 Recipient and a message header is added to the file, you're using the Office Envelope to send the file If you want to send it as an attachment, choose File, Send To, Mail Recipient (As Attachment) instead (see Figure 23.4)

Figure 23.4 Word's File, Send To menu includes options to send Word documents for 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 using the Office Envelope This enables you to send the file in the message body, instead of as

an attachment When the Office Envelope is available, you'll see File, Send To, Mail Recipient 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 message can 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 File dialog to insert a file either as an attachment or—for Word documents, HTML, and other text-based documents—insert the file as inline text by selecting Insert As Text (see

Figure 23.6)

Figure 23.6 Use the Insert File dialog to insert attachments or inline text to your messages Insert As Text works well when you send HTML newsletters created in an

HTML editor

Using For Review or As Attachment

In addition to using Office Envelopes to send files, you can send files as attachments The File, Send To menu uses two types of attachments: attachments sent for review and

standard attachments Standard attachments are just that—it's the same as sending a file using the Insert File option in Outlook

Sending an attachment for review includes document information that enables you to merge the changes when the reviewer sends the file back to you In addition, the

Reviewing toolbar is visible and Track Changes is turned on

Recipients are able to reply with changes if the Add Properties to Attachments to Eenable Reply with Changes is enabled in Outlook's Tools, Options, Preferences, E-mail Options, Advanced E-mail Options With this feature turned on, Outlook includes information about the original file so that when it's sent back to you the documents can be merged

Sending from Other Applications

Many 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 call

it File, E-mail) and sending attachments using Outlook After opening a new mail form using the File, Send To menu, you can't do anything in Outlook until you save and close

or send the message Additionally, when you save the email message, it's saved in the inbox, not in Drafts This is a limitation of MAPI and is just how Outlook works

Common problems users face when sending Web pages or links to Web pages from Internet Explorer using Outlook include

• Pages are sent as attachments, not in the message body This is because you're using plain text as your default message format When you use HTML as your default format, Web pages are embedded in the message body

When you use Internet Explorer and send links by email, you can install a small script called Mailto_URL that adds a Send Link by Email item to the context menu when you right-click on a page The script is available at slipstick.com

This script works with any email program and does not keep focus in Outlook like using the File, Send To menu does

•

• Early versions of Windows XP do not send text URLs, only attachments, which

Outlook's security model blocks Windows XP SP2 corrects this behavior by adding a text URL to the message body Until SP2 is available, use Mailto_URL

to send text URLs

[ Team LiB ]