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File Send To > File Send To Routing Recipient - Pg. 125

File Send To Use Word as Your Outlook Mail Editor You can use Word as the default email editor when using Mi- crosoft Outlook instead of using the built-in editor. All of the formatting available in Word can be used in email messages. Enable this from Outlook using Tools Options Mail Format "Use Microsoft Word to edit e-mail messages." For more on using Outlook, check out Outlook 2000 in a Nutshell, by Tom Syroid (O'Reilly & Associates). File Send To Mail Recipient (as Attachment) This command works like the Send To Mail Recipient command, except that it opens a new message form using the default email program. A copy of the active Word document is attached to the message in its native file format. Recipients must have Word 97 or Word 2000 installed in order to view files sent as attachments. If you want to send a document to someone who does not have Word and whose email client does not support HTML format, your best bet is to save the file in a format that the recipient can access. For a list of supported formats and supplied converters, see Appendix C. File File Send To Routing Recipient This command routes the document via email to one or more designated recipients (explained in detail later in this section). Word handles the details of routing a document and supports most popular email clients. When routing a document rather than sending it to someone, you can designate the entire route the document will take and track the document along the way. Suppose, for example, you are working on a sales report that eventually needs to be sent to your manager. First, however, you need to send the report to a person who will insert a chart before sending it to your assistant, who will print out several copies. Using the Routing Recipient command, you can automatically send the document to the person inserting the chart via email. Once that person finishes, the document is automatically sent on to your assistant, then to your manager. At each step, you will receive verification that the document continued on its route. The Send To Routing command opens the Routing Slip dialog box shown in Figure 4-21. Recipients are listed in the To list and it's possible to add new recipients from your address book by clicking the Addresses button. By default, the document will be routed to each recipient in turn. You can change the order of the recipients using the up and down Move buttons. Using the "All at once" option causes the document to be routed to all recipients simultaneously. Click the "Return when done" option so the document will come back to you after the other recipients have reviewed it. Selecting "Return when done" when routing to multiple recipients simulta- neously delivers a separate document from each of the recipients. The "Track status" option causes an email notice to be sent to you each time one of the recipients routes the document to the next recipient. It's possible to protect a routed document in several ways. The default is to protect for tracked changes, which turns revision marking on for the document (see Chapter 13 for more on revision marking) and preserves all changes made by routing recipients. "Protect for comments" allows Chapter 4:File | 125