E-mailing documents

Getting Started with OpenOffice.org 3

Chapter 10. Printing, Exporting, and E-mailing

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• Chapter 10. Printing, Exporting, and E-mailing
• Exporting to PDF
• Exporting to other formats
• E-mailing documents
• Digital signing of documents

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OOo provides several ways to quickly and easily send documents as an e-mail attachment in one of three formats: OpenDocument (OOo’s default format), Microsoft Office formats, or PDF.

To send the current document in OpenDocument format:

1. Choose File > Send > Document as E-mail. OpenOffice.org opens the e-mail program specified in Tools > Options > Internet > E-mail. The document is attached.
2. In your e-mail program, enter the recipient, subject and any text you want to add, then send the e-mail.

File > Send > E-mail as OpenDocument Text (or Spreadsheet or Presentation) has the same effect.

If you choose E-mail as Microsoft [Word, Excel, or Powerpoint], OOo first creates a file in one of those formats and then opens your e-mail program with the file attached.

Similarly, if you choose E-mail as PDF, OOo first creates a PDF using your default PDF settings (as when using the Export Directly as PDF toolbar button) and then opens your email program with the .PDF file attached.

E-mailing a document to several recipients

To e-mail a document to several recipients, you can use the features in your e-mail program or you can use OOo’s mail merge facilities to extract email addresses from an address book.

You can use OOo’s mail merge to send e-mail in two ways:

• Use the Mail Merge Wizard to create the document and send it. See [[EN/documentation/ooo3_user_guides/writer_guide/using_mail_merge|EN/documentation/ooo3 user guides/writer guide/using mail merge]] (Using Mail Merge) of the Writer Guide for details.
• Create the document in Writer without using the Wizard, then use the Wizard to send it. This method is described here.

To use the Mail Merge Wizard to send a previously-created Writer document:

1. Click Tools > Mail Merge Wizard. On the first page of the wizard, select Use the current document and click Next.
File:MMWiz1.png
Select starting document.
2. On the second page, select E-mail message and click Next.
File:MMWiz2.png
Select document type.
3. On the third page, click the Select Address List button. Select the required address list (even if only one is shown) and then click OK. (If the address list you need is not shown here, you can click Add to find it and add it to the list.)
File:MMWiz3.png
Selecting an address list.
4. Back on the Select address list page, click Next. On the Create salutation page, deselect the checkbox by This document should contain a salutation.
File:MMWiz4.png
Deselecting a salutation.
5. In the left-hand list, click 8. Save, print or send. OOo displays a “Creating documents” message and then displays the Save, print or send page of the Wizard.
6. Select Send merged document as E-Mail. The lower part of the page changes to show e-mail settings choices.
7. Type a subject for your email and click Send documents. OOo sends the e-mails.
File:MMWiz8.png
Sending a document as an email message.

See also

OpenOffice.org Writer and Outlook 2003