How To Send A Document From Microsoft Word To Email?

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How To Send A Document From Microsoft Word To Email: A Comprehensive Guide

Sending a document from Microsoft Word to email is a common task. This guide provides a simple breakdown of how to send a document from Microsoft Word to email, detailing the various methods available for a seamless and efficient sharing experience, so you can email your file without leaving Word.

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Why Sending Documents Directly From Word is Beneficial

Sending documents from Word directly to email offers several key advantages:

Convenience: It eliminates the need to manually save the file, open your email client, and then attach the document.
Time Savings: Streamlining the process saves valuable time, especially when dealing with frequent document sharing.
Seamless Integration: The integration between Word and email clients provides a smooth and user-friendly experience.
Version Control: You’re sending the most recent version of the document directly, minimizing confusion.

The Process: Step-by-Step Guide

How To Send A Document From Microsoft Word To Email? There are several ways to do this; these are the most common:

Method 1: Using the “Share” Feature

Open the document you wish to share in Microsoft Word.
Click on the “File” tab in the upper left corner.
Select “Share” from the menu.
Choose the “Email” option.
You’ll see options like “Send as Attachment,” “Send as PDF,” “Send as XPS,” or “Send as Internet Fax.” Choose the most appropriate option. “Send as PDF” is usually the best choice for universal compatibility.
Your default email client will open with the document already attached.
Enter the recipient’s email address, a subject line, and any message you wish to include.
Click “Send.”

Method 2: Using the “Email” Option in the “File” Menu

Open your Word document.
Click “File.”
Select “Share”
Click “Email”
Select one of the following options:
- Send as Attachment: The document will be attached in its original .docx format.
- Send as PDF: The document will be converted to a PDF and attached.
- Send as XPS: The document will be saved as an XPS file and attached. XPS is similar to PDF.
- Send as Internet Fax: This option requires a fax service provider.
Your email client will open with the document attached.

Method 3: Using the Quick Access Toolbar

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If you frequently email documents, add the “Email” command to your Quick Access Toolbar (the small toolbar at the very top of the Word window).
To add the command, click “File” > “Options” > “Quick Access Toolbar.”
In the “Choose commands from” dropdown, select “All Commands.”
Scroll down and find “Email,” select it, and click “Add.”
Click “OK.”
Now, to send a document, simply click the “Email” icon in the Quick Access Toolbar, and your default email client will open with the document attached.

Understanding File Formats

When emailing a document from Word, you’ll often be presented with choices regarding file format. Here’s a quick overview:

File Format	Description	Advantages	Disadvantages	Recommended Use
.docx	Microsoft Word’s native format.	Full editing capabilities for recipients with Word.	Requires recipients to have Word or a compatible program.	Sharing with other Word users where editing is likely.
.pdf	Portable Document Format. A widely used format designed to preserve formatting across different platforms and devices.	Universal compatibility, preserves formatting, good for final versions.	Difficult to edit without specialized software.	Sharing final versions of documents where preserving layout is crucial.
.xps	XML Paper Specification. A Microsoft alternative to PDF.	Preserves formatting; similar to PDF.	Less widely supported than PDF.	Rarely used.

Common Mistakes to Avoid

Sending the wrong version: Double-check you’re sending the most recent and final version of the document.
Forgetting the recipient: Always ensure the correct email address is entered.
Not compressing large files: Very large documents can cause problems. Consider compressing them (zipping) if necessary.
Neglecting security concerns: Avoid sending sensitive information without encryption or password protection. If the document has restricted information, consider sending it as a password protected PDF.
Assuming everyone has Word: Always consider the recipient’s ability to open the file. PDF format is generally safer.

Frequently Asked Questions (FAQs)

How do I choose the best file format for emailing a Word document?

The best file format depends on your needs. For universal compatibility and preservation of formatting, PDF is generally recommended. If the recipient needs to edit the document, then sending it as a .docx file is appropriate.

Can I send a password-protected Word document via email directly from Word?

No, Word itself doesn’t offer direct password protection when emailing. However, you can save the document as a password-protected PDF and then email that PDF directly from Word using the “Send as PDF” option.

What if the “Email” option is missing from the “File” menu?

This usually means that your default email client isn’t properly configured with Word. Ensure that a compatible email program (such as Outlook, Thunderbird, or Windows Mail) is installed and set as the default email application in your operating system settings.

How do I change my default email client that Word uses?

You can change your default email client through your operating system settings (Windows or macOS). Search for “Default apps” or “Choose default apps by protocol” in your operating system’s search bar and then select your preferred email client.

What happens if the email recipient doesn’t have Microsoft Word?

If the recipient doesn’t have Word, they won’t be able to open a .docx file. This is why sending as PDF is generally recommended as PDF readers are widely available.

Is it possible to send a Word document as a link instead of an attachment?

Directly from Word, you cannot create a shareable link and email that. However, you can save the document to a cloud storage service like OneDrive, Dropbox, or Google Drive, then create a shareable link from within those services and paste that link into an email.

How do I compress a large Word document before emailing it?

The simplest way to compress a Word document is to zip it. Right-click the file in your file explorer, select “Send to,” and then choose “Compressed (zipped) folder.” This creates a .zip file that is usually smaller and easier to email.

What should I do if the file is still too large after compressing it?

If the file is still too large after zipping, consider removing embedded images or reducing their resolution, or break the large document into smaller ones that are sent as separate attachments. Alternatively, upload the document to a cloud storage service and share a link.

Why am I getting an error message when trying to email the document?

Error messages can be caused by several factors, including a corrupt file, incorrect email settings, or a problem with your email client. Try saving the document as a new file, restarting your email client, or checking your internet connection.

Can I use a web-based email service like Gmail to send directly from Word?

Directly no. The direct email feature in Word is designed to work with desktop-based email clients such as Outlook. You will need to attach the file to your email message using the website interface, if using a web-based email service like Gmail.

How can I track if the recipient has opened the email and downloaded the attachment?

Most email clients and services do not provide built-in tracking for attachments. You can use third-party email tracking tools or services to monitor if an email has been opened, but these tools typically don’t track downloads of specific attachments for security reasons.

What’s the difference between “Send as Attachment” and “Send as PDF”?

“Send as Attachment” sends the original Word document (.docx format), allowing the recipient to edit it if they have Word. “Send as PDF” converts the document into a PDF, which preserves formatting but makes it difficult to edit without specialized software.

By following these guidelines, how to send a document from Microsoft Word to email should be a straightforward and efficient process.