If you choose
the Mail Recipient option, Microsoft will temporarily
"convert" your document into an e-mail vehicle, complete
with the To:, Cc:, Subject, etc. options. Once you enter the recipient’s
e-mail address and click on the Send a Copy button,
your document will be sent and inserted into the body of an e-mail.
Now, once you
check the Mail Recipient option, you must act, because unfortunately,
there is not an undo choice. If you’ve chosen it in error and
you haven’t saved your changes before doing so, your only alternative
is to send the document. If you aren’t ready to send the document
to your intended recipient, simply enter your own e-mail address and
send it off.
If you close the
document and save the changes when asked, the document will keep the
e-mail template active so that the next time you open the document,
you will still see the same e-mailing options.
Now, if you close
your document without saving the changes, your document will go back
to its original format. Remember, it's always a good idea to save
your document before sending it off.
One benefit for
using this option is, if you have a company logo in the header of
the document, it will appear in the e-mail as well. That can add a
professional flare to your e-mail, which is always nice!
The other standard
mailing options are Mail Recipient (for Review) and Mail Recipient
(as Attachment).
The Mail
Recipient (for Review) inserts your document with this subject
line: Please review: document name. This option is used for in-house
or Web sharing purposes only, as the attachment is linked to the original
document.
If you choose
to use this option, the reviewing tools are automatically enabled
and the recipient must edit the document using those tools.
When e-mailing
recipients that are not within your company or do not share the same
network servers, the Mail Recipient (as Attachment)
is your best option. This one sends a copy of your original document,
which is easily opened and edited by the recipient.
When choosing
your document e-mailing options, always consider the recipient and
your goals for sending it. If you don't want the recipient to have
editing access to your document or if you simply want to add a professional
flare to your e-mail, choose the Mail Recipient option. If you need
your recipient to edit the document, choose Mail Recipient (for Review)
or (as Attachment).
Again, remember
to always save your document before you send it out. That way, if
you happen to click the wrong button, the fix is as easy as pie. Hope
this helps!
~ Cory Buford
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