Send a Word/Excel Doc as an email

Sometimes we just want to send a document in the email without any additional information. People are often busy and miss or ignore attachments. To help ensure people view your document, here’s a nifty option in Word and Excel which allows you to send your document directly as the body of the email rather than as an attachment. This is a useful tool for newsletters, updates, reports, etc. You can do all your editing in Word or Excel and then send that document or spreadsheet table as your email by following the instructions below.?

Adding the ‘Send to Mail Recipient’ icon to the Ribbon or Quick Access toolbar

You need to add the Send to Mail Recipient icon to the Ribbon or Quick Access toolbar. You only need to complete this action once in each application.

• Click on the File tab (1) and select Options (2) from the bottom left pane to open the Options window.

• In the Options window select either Quick Access Toolbar (3) or Customize Ribbon (3).

Adding the Send to Mail Recipient icon to the Quick Access toolbar

• Select All Commands (4) from the Choose commands drop down. Scroll down and select the Mail Recipient [Send to Mail Recipient] icon (5), the list is organized alphabetically to make it easier to find a specific icon.

• Once selected, click on the Add>> button (6). You can use the nudge up and down buttons on the right to position the icon on the Quick Access Toolbar. When you are happy with your icon's placement, ensure the Show Quick Access Toolbar checkbox (7) is selected and choose whether the toolbar is show below or above the ribbon, then click OK (8).
• ?The Send to Mail Recipient icon will now appear on the Quick Access toolbar as per the screenshots below.

Adding the Send to Mail Recipient icon to the Ribbon.

• You cannot customize the existing Groups on the preset Tabs, but you can create new Groups (9) on the preset Tabs, or create entirely new Tabs (10), both of which are fully customizable. Create a New Tab (9) or New Group (10) on an existing Tab to add the icon to.
• Select Commands Not in the Ribbon (11) from the Choose commands drop down. Scroll down and select the Mail Recipient [Send to Mail Recipient] icon (12), the list is organized alphabetically to make it easier to find specific icons.

• Once selected, click on the Add>> button (13), and add it to your New Tab (14) or New Group (14). You can use the nudge up and down buttons on the right to position the icon. When you are happy with your icon's placement, then click OK (15).

Using the ‘Send to Mail Recipient’ function

Once you have added the Send to Mail Recipient icon to the Ribbon or Quick Access toolbar in each application it is very simple to use.

• Open a Word or Excel document you wish to send as an email. Make any changes necessary and when you are ready to send click on the Send to Mail Recipient icon on the Ribbon or Quick Access toolbar.T
• This will open the Emailing Options window beneath the Ribbon. You can add ’To’ and ‘CC’ email addresses, a subject and an introduction which will appear above the document content. Once you are happy simply click on the Send a Copy button on the mini message toolbar.

• You can switch email accounts, add a Follow Up flag and edit the options of your email as you would be able to in Outlook.
• Once you’re happy with the email click on the Send a Copy button on the mini message toolbar. If you want to test how the document will look as an email, you might want to send a copy to yourself first before sending out to your intended audience.

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