Send Word Document As Email

Send to Mail Recipient buttonWhen writing in Word, you may sometimes want to send the contents in an email. While you could send it from Word as an attachment File-> Share menu or simply copy/paste the contents in a new email there are some more sophisticated means as well.

For instance, you could add the Send to Mail Recipient command to the Ribbon or Quick Access Toolbar.

However, you’d still be in the Word environment. The drawback of this, is that you are missing some Outlook features such as;

  • choosing the Sent Items folder
  • convenient access to your signatures if you only have 1 mail account
  • inserting Business Cards
  • inserting Quick Parts you saved in Outlook
  • custom VBA code
  • some add-ins that you have installed for Outlook won’t function properly

This guide will explain how you can mimic the “Send to Mail Recipient” feature by using VBA code and allow you to work in an Outlook environment, giving you access to the features you need.

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Signing your own macros with SelfCert.exe

SelfCert buttonWhen you create a macro and are running Outlook with the default security settings, you are not able to run the macro at all or you’ll always get prompted first, unless you either tamper with the default security settings or sign your own code with a digital certificate.

Since it is not very common to have your own digital certificate, you probably set your macro security to a lower level to be able to run your macro.

There is no need for that; You can sign your own macros with SelfCert.exe so macros can run without lowering your Outlook security settings.

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Save embedded pictures in their original format

Pictures buttonYou’ve probably come across this at least once; You receive a nicely HTML formatted message with embedded pictures so the sender can tell the story with the pictures.

In this case, you can’t use the “Save All Attachments” command to quickly save all the images that are included in the email.

The macro in this guide allows you to save all the embedded pictures in their original file format to a selected folder.

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Setting Outlook Group Policies

Group Policy Editor buttonWhen you are in an Active Directory network environment, you can set Outlook policies to enforce settings on a specific or a group of users or computers.

This is mainly to be used to change or limit the default behavior of Outlook in a corporate environment but can also be useful in some home environments. For instance, as a home user you might want to set policies on what your children can and cannot do in Outlook.

This article explains how you can set Group Policies for Outlook and which tools are needed for it.

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Setting Permissions on a Mailbox

Setting the correct permissions on mailboxes and Outlook folders can be done in several ways when you are in an Exchange organization. The correct way for you depends on your needs. While some methods look quite the same the results can be very different. This guide explains in which way you can set permissions and what their results are.

Basically there are three ways of setting permissions;

Via Exchange

This is where it starts. To be able to set permissions you must have them yourself. When your administrator creates your account he/she will also create a mailbox with you as the owner of the mailbox giving you automatically full permissions. This enables you to create an Outlook mail profile so you can start Outlook with your mailbox as the Outlook Today folder and allows you to set permissions for others.

Exclusive permissions for this method;

  • Setting an owner for the mailbox so a mail profile with your mailbox as the Outlook Today mailbox. (full mailbox Exchange permissions required)
  • Set Send As Owner permissions (Send As mailbox permissions are required)
  • Set Send On Behalf Of Owner permissions. This can be controlled from within Outlook as well so your administrator doesn’t really have to be disturbed for this one.

Via the Permissions tab in Options

This is where you can set permissions on the mailbox shown as the Outlook Today mailbox. In Outlook choose Tools-> Options-> tab Delegates and the following screen will show;

Delegates tab

From within this interface you can add people from within your organization to the delegates list and set appropriate permissions for them on the following folders; Calendar, Tasks, Inbox, Contacts, Notes and Journal. Setting permissions this way is probably the easiest and fastest. It also allows you to set some permissions which can’t be set by any other way.

The following permissions can be set on the folders;

PermissionEffective setting
NoneNone
ReviewerCan read items
AuthorCan read and create items
EditorCan read, create and modify items

Note that you are only setting permissions on the folders that are listed and on not their subfolders.

Once these permissions have been set the delegate can open the folders they’ve got permissions to by File-> Open-> Other User’s Folder…

Exclusive permissions for this method;

  • All delegates will have Send On Behalf Of Permissions (also possible by Exchange permissions but since you can control it yourself it’s not needed to bother your administrator about it)
  • On the Delegates tab you can set the option that copies of invitations for meetings are also send to the delegate. This is handy when you have someone planning your appointments.
  • In the Delegates Permissions window you can set the option that the delegate can also see messages marked as private.

Via the Permissions tab on the folder

This method gives you the best control on how others can access your folders. This also makes this method the most time consuming one.

Besides from the Permissions you can set shown in the table above you can also make adjustments to them by selecting or deselecting the available options.

Inbox Permissions
Be careful with setting permissions for Anonymous cause you’ll end up giving those permissions to everyone in your Exchange organization.

This method can be used so that people can add your mailbox to their Folder List and makes accessing your folders just as quick and easy as accessing your own. If you do this you must make sure that you have at least Folder Visible permissions on that folder and on the one above to make travelling to that folder possible. If you don’t do this you won’t be able to expand the folders. So if you want to add a subfolder of someone else’s mailbox to your Folder List you’ll need to set permissions not only on that subfolder but also on the Inbox folder and the Outlook Today folder.

Once the permissions have been set you can add the mailbox by Tools-> E-mail Account-> button Next-> select Exchange Service-> button Change-> button More Options …-> tab Advanced-> button Add.

Add Mailbox
You can do this faster by right clicking Outlook Today-> Properties-> button Advanced-> tab Advanced-> button Add.

Exclusive permissions for this method;

  • The only method that enables you to set per folder permissions
  • Enables you to set permissions without giving the delegate Send On Behalf Of permissions
  • Allows you to set more specific permissions.

Open message in Internet browser

View in Browser buttonOutlook uses Word as the HTML rendering engine and although many features have been added over the years and marketers have compensated for these limitations, it could still sometimes end up in a malformed display of the email message.

In short; The Word HTML rendering engine doesn’t provide support for things like animated gifs (unless you are using Outlook as part of a Microsoft 365 subscription), advanced css formatting and HTML forms, accessibility and more.

To overcome this, there is the “View in Browser” command in Outlook but that still opens the message in the ancient Internet Explorer.

This guide explains how you can render the message in a browser of your choice like Microsoft Edge, Google Chrome or Firefox by a click of a button.

An additional benefit of opening the message in an Internet browser is that you have the printing options of the browser available to you and therefore also the option to only print your selection.

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15 Folder Pane Tips & Tricks

Folder Pane buttonThe Folder Pane in Outlook is the main navigation method between your mailboxes, folders and the separate modules such as Mail, Calendar and Contacts.

This pane does contain a couple of options and other “secrets” to fit it to your style and work with it more efficiently.

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Update general info for multiple contacts

Find and Replace for Contacts buttonCreating contacts is easy and before you know it, you’ve got several dozen or even hundreds of them in your Contacts folder. It is very likely that some of them hold relations with one another like the same company or the same address.

When you store such info with your contacts, you probably don’t want to open every contact and add the same information to it. Or even worse; Do you want to change the address for every contact when the company relocates? I know I wouldn’t!

The following method describes an easy way to update general information for contacts that are sharing the same details in one or more Contact field.

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Creating a permanent New Mail Desktop Alert

New Mail Alert buttonThe New Mail Desktop Alert is a handy pop-up alert for new emails. However, an often heard complaint is that it goes away too quickly.

Another often heard complaint is that it only works for the Inbox folder.

This guide explains how you can configure to display a New Mail Desktop Alert for all your mail and/or for it to remain visible for longer than 30 seconds or even not to let it go away at all until you dismiss it.

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