Sending Diagrams in E-mail

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Like other Microsoft Office products, Visio lets you quickly send a drawing or diagram to another person via e-mail as an attachment. To open the attachment, your recipient must have Visio 2000 or later. Visio works with any e-mail program that supports the Messaging Application Programming Interface (MAPI) protocol, which includes Microsoft Outlook, Microsoft Outlook Express, and Microsoft Exchange Client. Visio is heavily tested for compatibility with these e-mail programs, because they're the ones that Microsoft employees use. If your e-mail program is MAPI-compatible, you'll see the Mapi32.dll file in the Windows System folder.

Note

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An e-mail program must be installed on your computer for the Mail Recipient and Routing Recipient commands to work.

To include a drawing file in an e-mail message, follow these steps:

1. While the drawing file is open, choose File, Send To, Mail Recipient (Attachment).

   If the Choose Profiles box appears, select the profile you want to use, and then click OK. Visio starts your e-mail program (if necessary) and displays a new message to which the drawing file is attached.

2. Complete the message as you normally would—type an address and any other text, and then click the Send button or equivalent.

   To view a Visio file sent by e-mail, open the e-mail message, and then double-click the Visio icon or file name.

Note

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To open a Visio drawing received via e-mail, you must have Visio 2000 or later.

Routing Documents

A great way to solicit feedback on a diagram or drawing is to route it as an e-mail attachment to a list of reviewers. To do this, you create a routing slip that specifies how and to whom the drawing file is sent. You can send a file to one person at a time, in a particular order, so that each person reads the comments of reviewers who received the file before them, or you can send it to all the reviewers simultaneously, so that everyone can review a copy at the same time. You can even track the drawing file's progress as each recipient sends it to the next. When the last reviewer has seen the drawing file, it can be returned to you automatically.

You can route a drawing to a group e-mail alias, but then everyone in the group will receive a copy of the drawing file to review. If you want to route the drawing file to one person at a time, you must specify each person's e-mail address rather than use a group alias.

To send a drawing with a routing slip, follow these steps:

1. Open the drawing you want to send, and then choose File, Send To, Routing Recipient.

   If the Choose Profiles box appears, select the profile you want to use, and then click OK.

   

2. Click Address to open the Address Book or your post office address list, and then select the recipient names for routing. When you've finished adding to the recipient list, click OK.
3. To route the drawing file to the recipients in a specific order, select a name, and then click the Move arrows to move the name up or down in the list.
4. In the Subject box, type the subject line as it will appear in the e-mail message.
5. In the Message Text box, type any information that you want to appear in the body of the e-mail message.
6. To specify how the drawing file is routed, select One After Another or All At Once.

   If you select One After Another, the first person on the list will receive the drawing file for review, and then must route it to the next person. If you click All At Once, everyone receives a copy of the drawing file.

7. If you want to receive notification when a reviewer routes the drawing to the next person, select the Track Status check box.
8. If you want the drawing to be sent to you automatically after it's been sent to everyone on the routing slip, select the Return When Done check box.
9. Click Route to send the file.

Tip - Route a Visio Diagram to the Next Recipient

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If you receive a routed drawing and want to route it to the next person, choose File, Next Routing Recipient. If you want to route the drawing to someone who isn't on the list, choose File, Other Routing Recipient, and then follow steps 2 through 7 of the preceding list.

Sending Diagrams to Microsoft Exchange

Visio can save a diagram in a Microsoft Exchange public folder as an embedded object. This technique allows you or another user to open the diagram as an embedded object from within Microsoft Exchange. You must have permission to use public folders, and you must use Microsoft Exchange Server. If your computer doesn't use Exchange Server, nothing will happen when you choose the Exchange Folder command.

To send a drawing directly to a Microsoft Exchange folder, follow these steps:

1. Display the drawing you want to send, and then choose File, Send To, Exchange Folder.
2. In the folder list, select the folder in which you want to post the drawing, and then click OK.