Software

Sending e-mail via Word

Are you looking for a way to automate your mailing process in Word? In this article, you'll find out how one TechRepublic member used the Technical Q&A to help her automate mailing.


TechRepublic member Joanna Knox, a PC Support Specialist for ServiceMaster, tried unsuccessfully on several occasions to send a Microsoft Word document via e-mail to others in her organization. She posted her dilemma in the TechRepublic Technical Q&A, hoping that other members could lead her to a viable solution.

Several TechRepublic members responded to Joanna’s call for help. Ultimately, she combined two suggestions into one solution so that she could send Word documents quickly via e-mail.

Mailto doesn’t work in the document itself
Joanna explained her situation in the Support Republic’s Software section of the Technical Q&A. She had been using Microsoft Word to create documents, and was looking for a simpler way to e-mail the finished Word files. Instead of saving the document, opening Outlook, attaching the desired file, filling in a recipient, and finally sending the e-mail, she wanted something that would allow her to work more efficiently.

She tried unsuccessfully to send the document via the mailto: command, which she inserted at the end of a document. After exhausting all other possibilities, she looked for help from other TechRepublic members.

Two suggestions point to the right path
Several TechRepublic members responded with good suggestions, but there were two specific submissions that piqued Joanna’s interest.

The first accepted response, submitted by Gibsonx5, explained how Joanna could use the Send To > Mail Recipient option in Word.

“In Word, click File. Near the bottom is a Send To button. There should be a Mail Recipient choice. Depending on the last mail service that was installed, this usually brings up Outlook or Outlook Express.”

In the second accepted response, TechRepublic member Wayne Jeffress, the president and sole proprietor of Grant Computer, offered his own suggestion on how Joanna could automate her e-mail dilemma.

“Why not try a macro button. Under Insert, choose Field, then in the left column choose Document Automation. On the right, choose MacroButton, [followed by] the Options button. Here you will find numerous e-mail options. I [didn’t] actually try it [as] I’m not really sure of what it is you are trying to do. But it looks to be on point.”

One simple solution
Joanna used both of the suggestions listed above. She left the following response to let members know what helped her the most:

“These last two comments helped me find an acceptable answer. I tried recording a macro in which I used the Send To" button, then I used that code for the MacroButton. The code was:
ActiveDocument.SendMail

This seems to do everything except fill in the recipient name, so I just put in some text above it to let the users know who to e-mail it to.”

Other Word and Outlook resources
Below are a few resources on the Internet that may help you become more productive with Microsoft Word and Outlook.
Visit the TechRepublic Technical Q&A to post questions in categories related to your dilemma. Other TechRepublic members will try to assist you with your problem. If they provide a helpful solution, you can award them TechPoints.
TechRepublic member Joanna Knox, a PC Support Specialist for ServiceMaster, tried unsuccessfully on several occasions to send a Microsoft Word document via e-mail to others in her organization. She posted her dilemma in the TechRepublic Technical Q&A, hoping that other members could lead her to a viable solution.

Several TechRepublic members responded to Joanna’s call for help. Ultimately, she combined two suggestions into one solution so that she could send Word documents quickly via e-mail.

Mailto doesn’t work in the document itself
Joanna explained her situation in the Support Republic’s Software section of the Technical Q&A. She had been using Microsoft Word to create documents, and was looking for a simpler way to e-mail the finished Word files. Instead of saving the document, opening Outlook, attaching the desired file, filling in a recipient, and finally sending the e-mail, she wanted something that would allow her to work more efficiently.

She tried unsuccessfully to send the document via the mailto: command, which she inserted at the end of a document. After exhausting all other possibilities, she looked for help from other TechRepublic members.

Two suggestions point to the right path
Several TechRepublic members responded with good suggestions, but there were two specific submissions that piqued Joanna’s interest.

The first accepted response, submitted by Gibsonx5, explained how Joanna could use the Send To > Mail Recipient option in Word.

“In Word, click File. Near the bottom is a Send To button. There should be a Mail Recipient choice. Depending on the last mail service that was installed, this usually brings up Outlook or Outlook Express.”

In the second accepted response, TechRepublic member Wayne Jeffress, the president and sole proprietor of Grant Computer, offered his own suggestion on how Joanna could automate her e-mail dilemma.

“Why not try a macro button. Under Insert, choose Field, then in the left column choose Document Automation. On the right, choose MacroButton, [followed by] the Options button. Here you will find numerous e-mail options. I [didn’t] actually try it [as] I’m not really sure of what it is you are trying to do. But it looks to be on point.”

One simple solution
Joanna used both of the suggestions listed above. She left the following response to let members know what helped her the most:

“These last two comments helped me find an acceptable answer. I tried recording a macro in which I used the Send To" button, then I used that code for the MacroButton. The code was:
ActiveDocument.SendMail

This seems to do everything except fill in the recipient name, so I just put in some text above it to let the users know who to e-mail it to.”

Other Word and Outlook resources
Below are a few resources on the Internet that may help you become more productive with Microsoft Word and Outlook.
Visit the TechRepublic Technical Q&A to post questions in categories related to your dilemma. Other TechRepublic members will try to assist you with your problem. If they provide a helpful solution, you can award them TechPoints.

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