Problem Opening Email Attachments

Have you experienced not being able to open an attached email file because it is not in a format your computer can read?  Maybe someone has received a document from you but they cannot open it because it is not in a format their computer can read!  If all files were sent in PDF format then everyone would be able to read the document by having the FREE ADOBE READER installed on their computer.

Question:  How do I send a document in PDF format? 

#1  You could purchase software at a fairly high cost and load it on your computer.  This software probably has far more features than you need; or,

#2  If you have Windows 2003, Vista  or XP Operating System you can download a FREE Microsoft program that allows you to save your document in PDF format which in turn can be opened by anyone who has the Free Adobe Reader.  The XP platform must have the Service Pack 2 also downloaded, if not already done.

#3  Download the Free Open Office program.

#2 & #3 are explained below.

Question:  How do I download the Microsoft PDF program (#2 above)?

1.     Click on this Internet Address:  Microsoft Save as PDF or XPS Add-in for 2007 Microsoft Office programs

2.     Click on the Download button.

3.     You must accept the registration conditions.

4.     Once the download has been completed, a form will come up.

5.     Click on Run  This may take a few minutes.

6.     You will now be able to save documents in PDF format for the following type of documents:

1. Microsoft Office Access 2007

2. Microsoft Office Excel 2007

3. Microsoft Office InfoPath 2007

4. Microsoft Office OneNote 2007

5. Microsoft Office PowerPoint 2007

6. Microsoft Office Publisher 2007

7. Microsoft Office Visio 2007

8. Microsoft Office Word 2007

Question:  How do I save a document in PDF format?

1.     Once you have the document on the screen and are ready to save it in PDF format;

2.     Click on the Office Button, or File Button in upper left corner.

3.     Click on the Save As button.

4.     Move cursor over and click on the PDF / XPS button.

5.     Save document in folder of choice.

6.     Click on Publish.

Question:  How can I send the document via email?

1.      You can attach the document in usual manner by clicking on the Attach File button of an open email message or;

2.     Bring the document up on screen and then click on the Office Button or File Button.

3.     Click on the Send button.

4.     Move cursor over and click on Email.  The system will open an email message with the document as an attachment.

Open Office procedure, #3 above.  If you don’t have the programs listed in six (6) above you may wish to consider downloading the free Open Office program.  This software package has the following programs, which appear reasonably good, and can often open other program documents.

a.     Text Document (similar to Word)

b.    Presentation

c.     Database

d.    Templates

e.     Open a document

f.      Spreadsheet (similar to Excel)

g.    Drawing

h.    Formula

 If you have the Vista platform you probably already have the Open Office program on your computer.  If not, you can get a free download by going to www.OpenOffice.org 

Once you have Open Office on your computer you can create and save any of the documents listed above.  You can also save a document in PDF format by:

1.     Clicking on File, upper left corner.

2.     Click on Export as PDF.

3.     A form will appear, Click on Export.

4.     Choose a folder and give document a name.

5.     Click on Save.  The document will now be saved in the folder under the name given.

You can also send the document by email.

1.     Click on File, upper left corner.

2.     Click on Send.

3.     Click on one of the options;

a.     Document as email

b.    Email as open Document text

c.     Email as Microsoft Word

d.    Email as PDF    (probably preferred)

An email message will be opened with the document attached.

Question:  How do I obtain the Free Adobe Reader?

1.     Click on the following icon and follow the instructions:

This article was researched, prepared and posted by the Calgary Division Webmaster.

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