Using E-Mail to Send a Document for Review


Microsoft Office Specialist After you create a document, you can quickly send it via e-mail to another person for review from within Word. You do not have to start your e-mail program. To share your documents with others, point to Send To on the File menu. The Send To submenu includes the Mail Recipient (for Review) and Mail Recipient (as Attachment) commands. Click one of these commands to open a message window with the current document as an attachment. If you click Mail Recipient (for Review), the message Please review the attached document accompanies the attachment.

Before sending the message, all you have to do is enter the e-mail addresses of anyone you want to receive the message and its attachment. The subject line already contains the name of the document you are sending.

New in Office 2003 Shared Workspaces

Tip

If your team is running Microsoft Windows SharePoint Services, sending an e-mail attachment is one way to create a Document Workspace, which is a team Web site where your group can collaborate on files and discuss a project. Before you send your message, click Attachment Options in the message header. This opens the Attachment Options task pane, where you can click the "Shared attachments" option and specify the URL for the Document Workspace server (you must have permission to access this server). You can also establish a Document Workspace for any document by opening the Shared Workspace task pane and clicking Create. After you've created the Document Workspace, you can use the Shared Workspace task pane to add new members to the Document Workspace, give them assignments, and monitor progress. You can also use a Web browser to view this team Web site.

Attaching a Digital Signature

Microsoft Office Specialist When you create a document that will be circulated to other people via e-mail or the Web, you might want to consider attaching a digital signature, which is an electronic stamp of authentication. Certified digital signatures can be obtained from companies such as VeriSign. The digital signature confirms the origin of the document and that no one has tampered with it since it was signed.

To add a digital signature to a Word document:

  1. With the document open, click Options on the Tools menu, and click the Security tab.

  2. Click Digital Signatures, and in the Digital Signature dialog box, click Add.

  3. In the Select Certificate dialog box, click a certificate in the list, and click OK.

  4. Click OK twice to close the Digital Signature and Options dialog boxes.

  5. On the Standard toolbar, click the Save button to save the document.

To view the digital signatures attached to a signed document:

  1. Click Options on the Tools menu, and click the Security tab.

  2. Click Digital Signatures to open the Digital Signature dialog box, where you can view a list of signers and see who issued their digital IDs.

  3. Click OK twice to close the Digital Signature and Options dialog boxes.

In this exercise, you will attach three documents to an e-mail message so that you can send them for review.

BE SURE TO

have an e-mail program installed on your computer and an e-mail account set up before beginning this exercise. Microsoft Office Outlook 2003 is recommended. You can use another e-mailprogram, but the steps for attaching and sending a message might vary from those given in this exercise.

USE

the Send, Attach1, and Attach2 documents in the practice file folder for this topic. These practice files are located in the My Documents\Microsoft Press\Word 2003 SBS\CollaboratingOther\SendingDoc folder and can also be accessed by clicking Start/All Programs/Microsoft Press/Word 2003 Step by Step.

OPEN

the Send document.

  1. On the File menu, point to Send To, and then click Mail Recipient (for Review).

    Tip

    To send a copy of the current document as the body of an e-mail message rather than as an attachment to the message, click the E-Mail button on the Standard toolbar.

  2. If the Choose Profile dialog box appears with information about your Internet or network profile, click OK.

    The message window opens with the name of the document in the Subject line and the default message in the message pane.

    click to expand

  3. In the To box, type your own e-mail address.

    Insert File

  4. Click the Insert File button, and if the SendingDoc folder does not appear in the Insert File dialog box, navigate to the My Documents\Microsoft Press\Word 2003 SBS\CollaboratingOther\SendingDoc folder.

  5. Click Attach1, hold down [CONTROL], click Attach2, and then click Insert.

    In the message window, the Attach box shows that three files are attached to the message.

    Importance: High

  6. On the message window’s toolbar, click the Importance: High button.

    The message will be delivered with a red exclamation mark indicating that it is important.

  7. Click anywhere in the message pane, and select the message text.

    Bold

  8. On the message window’s Formatting toolbar, click the Bold button.

    Font Color

  9. Check the down arrow to the right of the Font Color button, click Blue in the color palette, and then press the [END] key.

    The text is bold and blue, making it stand out.

  10. On the message window’s toolbar, click the Send button.

    The e-mail message with the attached documents is sent out for review. In this case, the e-mail message should be received into your own Inbox the next time you log on to your e-mail program.

    Save

  11. On the Standard toolbar, click the Save button to save the document.

    CLOSE

    the Send document.




Microsoft Office Word 2003 Step by Step
MicrosoftВ® Office Word 2003 Step by Step (Step by Step (Microsoft))
ISBN: 0735615233
EAN: 2147483647
Year: 2003
Pages: 156

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