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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
One of the ways to share a document with other Word users is to send it to them by email. You can do this from right within Word. You email the Word document with the Share submenu under the File menu. So, I'm going to pull down the File menu, come down to Share, and you'll see that there are several options here. Save to SkyDrive enables you to save it to a Windows Live SkyDrive account, if you have one of those accounts. That's basically a storage space where you can store documents. Save to SharePoint will save it to your company's SharePoint Server.
So if your company has a SharePoint Server, you can use this option to save it to a shared hard drive. E-mail (as Attachment) will create an email message and attach the Word document to it. I'm going to use that one in a moment, but E-mail (as HTML) will actually take the contents of the document and paste it into the body of an email message, using HTML for formatting. If you want to share this document in a way for other Word users to be able to open it, modify it, put their comments on it, then you definitely want to use the Attachment option for email.
So I'm going to choose that option here, and what it does is it launches your default email program, if it's not already running. In our case, our default program is Outlook. So it's launched Outlook. It's also created a brand-new email message and it's attached that file to it. You could see it here in the attachment area. In order to send this to someone else, what you need to do is fill in the rest of the form, To, Subject and maybe a message body, and then send it. So maybe I'll send this to greg@twotrees.
Here he is right here, and the subject of the message might be Marketing Report. I don't need to make any changes down there, but maybe I'll just make a little comment down here. Here's that report for your review. Then when you click the Send button, it gets sent. I want to point out here that you can also use the Print dialog to attach a PDF of a document to an email message. So, the way you do that is you pull down the File menu, come down to Print, and then down here under PDF you choose Mail PDF, and what Word would do is it would create a PDF format file of the document and it would attach it to an email message and open that up in your default email application.
Emailing a Word document file makes it possible for another Word user to make changes to the document. This is handy if you're working on a collaborative project and you need input from other Word users. Emailing documents saves time, money, and paper.
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