Send email from Word

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.

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


  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.


  • 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 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.
  1. 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.
  2. Click Finish.
  1. In Word, open a new blank document to send in e-mail.
  2. In Word, on the File menu, click Send to, and then click Mail Recipient.
  3. Enter recipient names in the To and Cc boxes.
  4. In the Subject box, type the subject of the message. You can also add a brief introduction about your e-mail message in the Introduction box.
  5. If you opened a new blank document, type the message.
  6. Click Send a Copy Button image, or press ALT+S.
    Send a Copy button in e-mail message


To quickly send an existing document as an e-mail message, click E-mail on the Standard toolbar (toolbar: A bar with buttons and options that you use to carry out commands. To display a toolbar, press ALT and then SHIFT+F10.).

 Note   This command is available only if you have Microsoft Outlook installed.

Applies to:
Word 2003