E-mailing Files

The E-mail button simplifies sending files via e-mail. It automatically opens a new e-mail message in your default e-mail client and attaches any file you select.

To e-mail files using the E-mail feature:

  1. Select files in the Manage view, OR ...
    Have the file open in Edit view, OR ...
    Select files in your search results
  2. Click the E-mail button
  3. A new, blank e-mail message will be created in your default e-mail program with the selected file(s) attached

Outlook Users: Note that Microsoft Outlook might not send the e-mail message immediately if Outlook is closed. The message might stay in Outlook’s Outbox until you open Outlook do a Send/Receive. This is Outlook-specific behavior which cannot be changed by Enterprise Organizer Pro.

Sending Files in Other Formats

You can convert files to different formats when attaching them. For example, you can have an attached file converted to PDF automatically. There is a drop-menu under the E-mail button with a number of different formats you can use when attaching files. Note that this does not affect the original file, only the attached file. The available formats are described below.

E-mail File

The default action is to attach the file in its own, native format. To open the attachment, the recipient must have the file’s native application installed. For example, if you send an Excel spreadsheet, the recipient must have Excel installed on their computer in order to open the attachment.

E-mail as Link

If you are sending a file to another user on your local network, you may wish to simply send a link (shortcut) to the file. A link will allow the recipient to open the original file directly from the network. This helps to prevent multiple copies of files. Note that this option will only work if the mail recipient is 1) on your local network and 2) can see the file at the same location (drive and folder) where you see it. Note also that some mail servers and anti-virus software will block e-mail messages which contain shortcuts.

E-mail as PDF 

Sometimes it is preferable to send files in PDF format, or Portable Document Format. This has a couple of advantages. PDF does not require the recipient to have the file’s native application installed. For example, if the recipient does not have Word on their computer, sending a Word document as a PDF file will allow the recipient to see it. A very common advantage is that PDF files are largely uneditable. This allows you to send a document to a person for review, knowing that they cannot alter the document.

Most of the common document and file types can be sent as PDF files. Note that the recipient must have a PDF viewer, like Enterprise Organizer Pro or Adobe Acrobat.

E-mail as Secure PDF  

This is just like E-mail as PDF, except that the PDF file is password-protected and encrypted. In order to view the PDF file, the recipient will have to enter the password you choose. You will be prompted for a password to assign to the file.

E-mail as ZIP

When sending large files or multiple files, you may wish to use a ZIP archive. This is commonly referred to as "zipping" files. When you zip a file, it gets compressed to a fraction of its original size. Zipping also lets you pack multiple files into a single attachment. It is possible to zip an entire drawer or folder into a single ZIP file; the original folder layout will be retained.

The mail recipient must have the correct software to "unzip" the attachment and restore the files. Windows XP and above have native support for ZIP files.

E-mail and Rename

Sometimes you don’t want the attached file to keep the original name. For example, you may want to change the name from your office’s internal name to something more friendly for the client. Or, if you’re sending a file that usually gets blocked by e-mail programs, like an .exe, you may want to change the extension so it will go through.

The E-mail and Rename option will let you choose a different name for the attached file. This does not affect the original file in any way.

Scan to E-mail

You can scan directly to e-mail, which makes it so you don’t have to save to file before attaching. It’s a great alternative to faxing. Just click Scan and select E-mail as the scan type. You can do it in Manage or Edit view. See Perform a Scan for more information.

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