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We've been talking about tracking and reviewing changes and when all of this is happening, you need to be able to send and receive the document all the while. The most popular way to share documents is obviously by e-mail, another way is just to store a document in a location where all parties have access to it such as a network drive, for example. In this lesson we'll focus on e-mail but we'll also take a look at faxing documents right from Word. So no matter what's on your screen right now, you can go up your Open button or the Office button and then Open.
And we're going to open up this time newsletter 18C. Newsletter 18 C. Give it a click and then Open. So here's our newsletter and now let's say that we want to send it off to somebody. Well we'll go up to the Office button and we'll come down to Send and you can see we've got two options here, Internet Fax or E-mail. And if we click E-mail, the very first thing that's going to happen is your default e-mail application will launch. So here we are in Microsoft Outlook and you can see my cursors flashing in the To field.
The subject is the title of my document, newsletter 18C, and there's the attachment right there. My Word document is attached. So I would type in who I'm sending it to, let's say I'm sending it to to a guy named David Rivers. Type this in- at hotmail.com and then if I wanted to, all I need to do is add a description. You know could be something like, " Please review and send feedback to me when you have a chance." OK, so what ever you need.
Now you're in your e-mail application all you need to do is hit the Send button to actually send it off. All right. I'm not going to send this off right now, but you could if you wanted to. I'm just going to close this without saving any of my changes. Now we'll look at faxing a document. That's the other option we saw from the Send To. So we go up to our Office button and down to Send and you can see Internet Fax is the other option. Alright I'm going to click that and you'll see a message pop up here, because to be able to send a fax via the Internet, you have to be signed up with an Internet fax service provider.
And there are numerous services out there, so you'll want to find out which one works best for you. For me free is important as well as having the ability to send faxes with the equipment I already have. In other words, I want the ability to send faxes using the e-mail and web access that I already have. I prefer not to hook up any additional hardware or software. Now keep in mind though, that this is not a service I use on a daily basis. There are free services out there and there are others that charge a nominal fee and then there's some that require additional software and others that don't.
Do your research and once you sign up, faxing from Word will be a breeze. So you can see here that I've got this dialog box showing up because if you're not signed up when you go to use this feature, Word we'll prompt you to get signed up automatically. Now if I was to click OK, automatically Word will launch my browser and recommend something called E-fax. There are other choices on the list but E-fax is the one they recommend and you can even try it out for free for 30 days. So I'm just going to hit Cancel. You fill in the blanks and it will ask you for some information, you follow the prompts, right from your web browser and when you're done, you'd be ready to roll.
Now depending on whether you need to just send or send and receive, packages will differ in how much they cost each month.
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