Creating an E-mail Message from the Current Document

by Allen Wyatt
(last updated June 29, 2013)

9

Alan has created a short document in Word that he wants to send to someone else. He knows he can send the document as an attachment to an e-mail, but he would rather have the document simply be the body of the e-mail he wants to send. He wonders if there is a way to do this within Word without needing to do a copy/paste operation. He wonders if there is some tool he can click or command he can issue that will start Outlook, create a new e-mail message, and insert the document contents into the body of the message.

Actually, Word does provide the capability; it is just well-hidden in the commands not available on the ribbon tabs. Here's the quick way to do it:

  1. Display the Word Options dialog box. (In Word 2007 click the Office button and then click Word Options. In Word 2010 and Word 2013 display the File tab of the ribbon and then click Options.)
  2. At the left side of the screen click Customize (Word 2007) or Quick Access Toolbar (Word 2010 and Word 2013). (See Figure 1.)
  3. Figure 1. The Word Options dialog box.

  4. Using the Choose Commands From drop-down list, choose All Commands.
  5. Scroll through the commands until you can see and select the Send to Mail Recipient command.
  6. Click the Add button. The command moves to the right column.
  7. Click OK.

This particular command provides the same functionality that used to exist in earlier versions of Word to send your document as an actual e-mail message.

There are a couple other buried commands that you might also want to consider adding to your Quick Access Toolbar. In the All Commands list you can find the following, in addition to the one you added in the steps above:

  • Email. This command sends the current document as an attachment to an e-mail message. (This is specifically what Alan said he didn't want to do.)
  • E-mail as PDF Attachment. This option is similar to the Email command, except it doesn't send a Word document, it sends a PDF of the current document.
  • E-mail as XPS Attachment. This command sends an attachment, but in a variant of the XML format—XPS. The recipient will need an XPS viewer to read the document, but if he/she has Windows 7 or Windows 8 it should not be a problem.
  • E-mail Options. This allows you to set up features of your e-mail messages, such as signatures and stationary.

There are two other e-mail related commands available, as well. The E-mail Messages command is actually available from the Mailings tab of the ribbon; it starts a mail merge where the "mail" being created is an e-mail message. (In other words, it is for sending the same message to a group of recipients selected from a database of recipients.) The Send Email Messages command is used to finish out the mail merge and actually send the messages.

Finally, just so nobody writes in and tells me my editing is inconsistent—I know it is, at times, but in this case it is beside the point. The permutations of "email" and "e-mail" in this tip are intentional, as they reflect the actual punctuation used in the command names in Word. If you feel the need to write to someone, write to Microsoft—they are the ones being inconsistent in this case. ;-)

WordTips is your source for cost-effective Microsoft Word training. (Microsoft Word is the most popular word processing software in the world.) This tip (5650) applies to Microsoft Word 2007, 2010, and 2013.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He  is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

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What is eight more than 8?

2014-05-27 01:12:45

Ramona

I did everything, but I don't have a Send button


2013-07-07 20:00:06

Alice Walton

The feature was grayed out and does not work. Can anyone suggest how to get it to work. I followed the instructions. I was able to get it to work in Word 2007, but I primarily use Word 2010. Today I spent 6 hours online with OmnitechSupport and they could not get it to work. Thank you in advance. Sincerely, Alice


2013-07-07 04:12:34

Shobha Mathur

I think for this to work you need outlook? I dont use it. can Word be figured to use web clients like yahoo / gmail?


2013-07-01 08:55:55

Sherry

this worked for me! as did attaching the file as a pdf - great!


2013-07-01 08:26:46

Glenn Todd

When I added the "Send to Mail Recipient command" it reamined grayed out and I can not use it. The one that allows attaching and e-mailing works


2013-06-30 03:44:23

Surendera M. Bhanot

I tried by sending a mail to my email account just to test. It reports "This message was sent on 30 June 2013 at 1:06 PM."

The message never arrived. I do not know which of my several email accounts was used as sender.

I an retrying by sending the email direct to you [WordTips (ribbon) <allen@sharonparq.com>] with a copy to me. Lets see!!!


2013-06-30 00:37:34

Johannes

When using the email command I got this message:
Word couldn't send mail because of MAPI failure: "Unspecified error".


2013-06-29 16:51:34

Sandra

When using the email command I got this message:
Word couldn't send mail because of MAPI failure: "Unspecified error".

Got the same message with send as PDF attachment.


2013-06-29 16:35:35

Sandra

I tried the send to mail recipient command, and it doesn't work. The command is greyed out and doesn't click.

Any ideas? I followed the instructions step by step.


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