Send a document in e-mail

To send e-mail, you must have an e-mail account set up in your Outlook profile. After you set up an e-mail account, the Send button is available and you can send documents. If the Send button is not available, you may have chosen not to add an e-mail account when you installed Outlook, or you may have canceled the New Account Wizard.

Do one of the following:

ShowSend a document for review

To use this procedure, you must be using Microsoft Outlook, Microsoft Outlook Express, Microsoft Exchange, or any 32-bit e-mail program that is compatible with the Messaging Application Programming Interface (MAPI) (MAPI: The Microsoft interface specification that allows different messaging and workgroup applications (including e-mail, voice mail, and fax) to work through a single client.).

  1. Set up an e-mail account if you have not already done so.

ShowHow?

  1. In Outlook or your e-mail program, click E-mail Accounts on the Tools menu.
  2. Click Add a new e-mail account, and then click Next.
  3. Click the type of e-mail server that is used for your account, and then click Next.

 Note   If you are setting up an MSN e-mail account, click POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) for MSN Internet Access version 5.3 or earlier, or click HTTP for MSN Explorer.

  1. In the appropriate boxes, type the information from your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or administrator.

 Notes 

  • If you are using an MSN or MSN Hotmail account, we recommend that you use the Outlook Connector for MSN, which provides more reliable access to your e-mail messages, as well as your calendar, contacts, tasks, and notes that are attached to your account.
  • Unless specified by your ISP, all server and address entries are typed in lowercase letters.
  • For passwords, some ISPs require a combination of lowercase and uppercase letters  — for example, passWorD — to add further security. Check with your ISP to see whether it requires a case-sensitive password.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Help protect your personal information with strong passwords.

It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

  • You can specify that Outlook remember your password by typing it in the Password box and selecting the Remember password check box. While this means that you won't have to type your password each time you access the account, it also means that the account is vulnerable to anyone who has access to your computer.
  • Unless your ISP has indicated that your service uses Secure Password Authentication (SPA), do not select the Log on using Secure Password Authentication (SPA) check box.
  1. Do any of the following:
    • If you are adding a Microsoft Exchange Server account, click Check Name to verify that the server recognizes your name. Be sure that your computer is connected to your network.
      After you click Check Name, the name and server that you typed should be underlined. If they are not underlined, contact your administrator.
    • If you are adding a POP3 server account, click Test Account Settings to verify that your account is working. Be sure that your computer is connected to the Internet. If information is missing or incorrect, you are prompted to supply or correct it.
  2. If you want to configure additional settings, such as how you want your computer to connect to your e-mail server, click More Settings. Otherwise, click Next.
  3. Click Finish.
  1. In Word, open or switch to the document that you want to send for review.
  2. On the File menu, point to Send To, and then click Mail Recipient (for Review).
  3. In the new e-mail message, in the To and Cc boxes, enter recipient names separated by semicolons.

To select recipient names from a list, click the To or Cc button.

By default, the file name is included in the Subject box. If you want, you can type your own subject.

  1. If you want, you can insert an additional file.

ShowHow?

  1. In the message, click Attach.

If you don't see Attach, the message may be using Rich Text Format (rich text format (RTF): A file type used to transfer formatted text documents between applications, even those that run on different platforms, such as IBM and Macintosh.). You can insert an additional file by clicking File on the Insert menu.

  1. Locate and select the file that you want to include, and then click Insert.
  2. Repeat steps 1 and 2 for each additional file that you want to include.
  1. Click Send Button image or press ALT+S.

Send button in e-mail message

 Notes 

ShowSend a document as an attachment

To use this procedure, you must be using Microsoft Outlook, Microsoft Outlook Express, Microsoft Exchange, or any 32-bit e-mail program that is compatible with the Messaging Application Programming Interface (MAPI) (MAPI: The Microsoft interface specification that allows different messaging and workgroup applications (including e-mail, voice mail, and fax) to work through a single client.). In addition, you must set up an e-mail account in your e-mail profile.

  1. Set up an e-mail account if you have not already done so.

ShowHow?

  1. In Outlook or your e-mail program, click E-mail Accounts on the Tools menu.
  2. Click Add a new e-mail account, and then click Next.
  3. Click the type of e-mail server that is used for your account, and then click Next.

 Note   If you are setting up an MSN e-mail account, click POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) for MSN Internet Access version 5.3 or earlier, or click HTTP for MSN Explorer.

  1. In the appropriate boxes, type the information from your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or administrator.

 Notes 

  • If you are using an MSN or MSN Hotmail account, we recommend that you use the Outlook Connector for MSN, which provides more reliable access to your e-mail messages, as well as your calendar, contacts, tasks, and notes that are attached to your account.
  • Unless specified by your ISP, all server and address entries are typed in lowercase letters.
  • For passwords, some ISPs require a combination of lowercase and uppercase letters  — for example, passWorD — to add further security. Check with your ISP to see whether it requires a case-sensitive password.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Help protect your personal information with strong passwords.

It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

  • You can specify that Outlook remember your password by typing it in the Password box and selecting the Remember password check box. While this means that you won't have to type your password each time you access the account, it also means that the account is vulnerable to anyone who has access to your computer.
  • Unless your ISP has indicated that your service uses Secure Password Authentication (SPA), do not select the Log on using Secure Password Authentication (SPA) check box.
  1. Do any of the following:
    • If you are adding a Microsoft Exchange Server account, click Check Name to verify that the server recognizes your name. Be sure that your computer is connected to your network.
      After you click Check Name, the name and server that you typed should be underlined. If they are not underlined, contact your administrator.
    • If you are adding a POP3 server account, click Test Account Settings to verify that your account is working. Be sure that your computer is connected to the Internet. If information is missing or incorrect, you are prompted to supply or correct it.
  2. If you want to configure additional settings, such as how you want your computer to connect to your e-mail server, click More Settings. Otherwise, click Next.
  3. Click Finish.
  1. In Word, open or create the file that you want to send as an attachment.
  2. On the File menu, point to Send To, and then click Mail Recipient (as Attachment).

 Note   If you want to create a Document Workspace (Document Workspace: A Microsoft Windows SharePoint Services site that is created for collaborating on one or more documents.) site for the document, click Attachment Options, and then click Shared attachments.

  1. In the To and Cc boxes, enter recipient names separated by semicolons.

To select recipient names from a list, click the To or Cc button.

By default, the file's name appears in the Subject box. If you want, you can type your own subject name.

  1. If you want, you can include an additional file.

ShowHow?

  1. In the message, click Attach.

If you don't see Attach, the message may be using Rich Text Format (rich text format (RTF): A file type used to transfer formatted text documents between applications, even those that run on different platforms, such as IBM and Macintosh.). You can insert an additional file by clicking File on the Insert menu.

  1. Locate and select the file that you want to include, and then click Insert.
  2. Repeat steps 1 and 2 for each additional file that you want to include.
  1. Click Send Button image or press ALT+S.

Send button in e-mail message

 Note   If you don't see the Send button in your e-mail message, you might not have an e-mail account set up. Find a link to more information about setting up an e-mail account in the See Also box, which is visible when you are connected to the Internet.

ShowSend a document as the body of an e-mail message

You must be using Microsoft Office Outlook 2003 to use this procedure. In addition, you must set up an e-mail account in your Outlook profile.

  1. Set up an e-mail account if you have not already done so.

ShowHow?

  1. In Outlook or your e-mail program, click E-mail Accounts on the Tools menu.
  2. Click Add a new e-mail account, and then click Next.
  3. Click the type of e-mail server that is used for your account, and then click Next.

 Note   If you are setting up an MSN e-mail account, click POP3 (POP3: A common protocol that is used to retrieve e-mail messages from an Internet e-mail server.) for MSN Internet Access version 5.3 or earlier, or click HTTP for MSN Explorer.

  1. In the appropriate boxes, type the information from your Internet service provider (ISP) (ISP: A business that provides access to the Internet for such things as electronic mail, chat rooms, or use of the World Wide Web. Some ISPs are multinational, offering access in many locations, while others are limited to a specific region.) or administrator.

 Notes 

  • If you are using an MSN or MSN Hotmail account, we recommend that you use the Outlook Connector for MSN, which provides more reliable access to your e-mail messages, as well as your calendar, contacts, tasks, and notes that are attached to your account.
  • Unless specified by your ISP, all server and address entries are typed in lowercase letters.
  • For passwords, some ISPs require a combination of lowercase and uppercase letters  — for example, passWorD — to add further security. Check with your ISP to see whether it requires a case-sensitive password.

Use strong passwords that combine uppercase and lowercase letters, numbers, and symbols. Weak passwords don't mix these elements. Strong password: Y6dh!et5. Weak password: House27. Passwords should be 8 or more characters in length. A pass phrase that uses 14 or more characters is better. For more information, see Help protect your personal information with strong passwords.

It is critical that you remember your password. If you forget your password, Microsoft cannot retrieve it. Store the passwords that you write down in a secure place away from the information that they help protect.

  • You can specify that Outlook remember your password by typing it in the Password box and selecting the Remember password check box. While this means that you won't have to type your password each time you access the account, it also means that the account is vulnerable to anyone who has access to your computer.
  • Unless your ISP has indicated that your service uses Secure Password Authentication (SPA), do not select the Log on using Secure Password Authentication (SPA) check box.
  1. Do any of the following:
    • If you are adding a Microsoft Exchange Server account, click Check Name to verify that the server recognizes your name. Be sure that your computer is connected to your network.
      After you click Check Name, the name and server that you typed should be underlined. If they are not underlined, contact your administrator.
    • If you are adding a POP3 server account, click Test Account Settings to verify that your account is working. Be sure that your computer is connected to the Internet. If information is missing or incorrect, you are prompted to supply or correct it.
  2. If you want to configure additional settings, such as how you want your computer to connect to your e-mail server, click More Settings. Otherwise, click Next.
  3. Click Finish.
  1. In Word, open the document that you want to send.
  2. On the File menu, point to Send To, and then click Mail Recipient.
  3. In the To and Cc boxes, enter recipient names separated by semicolons.

By default, the file's name appears in the Subject box. If you want, you can type your own subject name.

  1. Type an introduction in the Introduction box. For example, in your introduction you might provide review instructions for the recipients.
  2. Click Send a Copy or press ALT+S.
    Send a Copy button in e-mail message

 Note   If you don't see the Send button in your e-mail message, you might not have an e-mail account set up. Find a link to more information about setting up an e-mail account in the See Also box, which is visible when you are connected to the Internet.

 
 
Applies to:
Word 2003