Send as PDF with original

MailPdfPlus Macro buttonFrom within Word, Excel and PowerPoint, you can save your document in the pdf-format. Additionally it allows you to directly share and send out the open document as a pdf-file attachment via Outlook.

On occasion it can be convenient to send out both the pdf out with the original. For instance, when it is ready for the final review before publishing or distributing but the final reviewer should also be able to make some last minute changed.

This guide will explain how you can create that functionality with a macro in Word. It also has code examples for using this macro in PowerPoint and Excel.


MailPdfPlus VBA macro

Visual Basic buttonThe MailPdfPlus macro allows you to send the document that you are currently working on in Word, Excel or PowerPoint in its original format (docx, xlsx or pptx) as well as a pdf-version thereof. This would normally only be possible with additional manual actions of generating the pdf-file and attaching it after initiating the Share command.

When executing the macro, you’ll get prompted to save the current document first if you haven’t done that before. Otherwise it will do a background save. After this, it will open a new mail message with the current document attached and a pdf-version of it.

Note:
Unlike Word, macros in PowerPoint can only be saved within the presentation itself. This means that you’ll need to save the presentation as a “PowerPoint Macro-Enabled presentation (*.pptm)”.

Quick Install

Use the following instructions to configure the macro in Word;

  1. Download this code-file (mailpdfplus.zip) or copy the code below.
  2. Open Word.
  3. Open the VBA Editor (keyboard shortcut ALT+F11).
  4. Extract the zip-file and import the MailPdfPlus-Word.bas file via File-> Import…
    If you copied the code, paste it into a new module.
  5. Add a reference to: Microsoft Outlook <version> Object Library.
    Tools-> References…
    • Note: The word “<version>” stands for your version number of Outlook.
      • Outlook 2010 = 14.0
      • Outlook 2013 = 15.0
      • Outlook 2016, 2019 and Microsoft 365 = 16.0
  6. Sign your code so you won’t get any security prompts and the macro won’t get disabled.
  7. Add a button for easy access to the macro.
  8. Repeat the process in Excel and PowerPoint using MailPdfPlus-Excel.bas and MailPdfPlus-PowerPoint.bas respectively.

You can add a "Send as PDF with Original" button to your Quick Access Toolbar for easy access to the macro.
Add a button of the macro to the QAT for quick access to it.

Macro Code

The following code is contained in the zip-file referenced in the Quick Install. You can use the code below for review or manual installation.

Word


Click in the area above and press CTR+A to select all. Press CTRL+C to copy the code.

Excel


Click in the area above and press CTR+A to select all. Press CTRL+C to copy the code.

PowerPoint


Click in the area above and press CTR+A to select all. Press CTRL+C to copy the code.