Sending documents to email recipients

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  1. In the Folders window, highlight the drawer that contains the documents you will send via email.
  2. From the File menu, choose Send To > Email Recipient, or click the Send to Email button in the toolbar.

    Note: If your email service does not support the Messaging Application Programming Interface (MAPI) protocol, FileCabinet CS disables the Email Recipient choice in the Send to menu. See Sending documents to a file for information about saving documents in Portable Document Format (PDF), and then attaching the PDF files to an email message.

  3. In the left pane of the Send to Email Recipient dialog, highlight a document you want to send, and click the Select button to move it to the right pane.

    Notes

    • If a document was selected in the Folders window when you opened this dialog, that document appears in the right pane automatically. If you do not want to email the document, select it and click the Remove button.
    • If a drawer is a member of one or more drawer families, members from all other drawer families appear in the left pane of the Send to Email Recipient dialog, so that you can send documents to email recipients from multiple drawers at one time. For more information on drawer families, see Creating drawer families.
    • When you first open the Send to Email Recipient dialog, all folders are expanded in the documents list. Click the Collapse All button to collapse all folders in the documents list.
    • If the item highlighted in the left pane is a year 2000 or later UltraTax CS tax return, the Select button includes an adjacent drop-down arrow from which you can select specific preparer and client components of the tax return.
  4. Optional: To change the default file name of the selected documents or combined PDF, click the File name field and make any desired changes. You can also mark the Drawer ID, Drawer Name, Folder, and/or Creation Date checkboxes to append any of these items to the file name.

    Notes

    • Click the Undo button Undo button to undo changes.
    • Changes you make to the file name in the Send to Email Recipient dialog affect only items that are sent to email recipients.
    • When you mark the Combine documents into single PDF file checkbox in the Options group box, the default file name is "Document."
    • The Drawer ID, Drawer Name, Folder, and Creation Date checkboxes are not available for custom file names or embedded document names.
  5. In the Options group box, mark the checkboxes for any of the following options.
    Option Description
    Export Images as Adobe Acrobat (.PDF) Files There is no need to mark this checkbox, because FileCabinet CS automatically sends documents in PDF. (This checkbox applies only to image files that are not embedded objects.)
    Include annotations Includes annotations in the exported PDF. Mark the annotation type checkboxes for the types of annotations you want to include in the attached PDF.
    Include page notes Includes page notes in the exported PDF. FileCabinet CS will insert the page note after the page where the note was added in the resulting PDF.
    Combine documents into single PDF file Creates a single PDF file that combines all selected documents. If you do not mark this checkbox, FileCabinet CS will create a separate PDF file for each selected document. Use the Move Up and Move Down buttons to change the order in which you want the documents to appear in the PDF file. Note that this feature is not available for embedded documents.
    Password protect system-generated PDF files Requires a password for the email recipient to view and/or modify the PDF. You must communicate the password to the email recipient separately from the email to which the PDF is attached. Embedded PDF files are not considered to be system-generated PDF files; therefore, they cannot be password protected.
    Export documents to PDF file as images Exports documents as images in the PDF file. Use this feature when certain bitmaps (such as highlighter annotations) are not displayed in the system-generated PDF.
    Include banner page Adds a page to the beginning of the PDF that includes links to the document in the PDF.
    Include email signature Includes an email signature. For information on email signatures, see Adding, editing, or deleting email signatures.
  6. Click OK when all desired documents are listed in the right pane and the desired checkboxes are marked in the Options group box. FileCabinet CS opens your email application and creates a message with the selected documents attached in Portable Document Format (PDF).
  7. Fill out the remainder of the email message, including the email address of the recipient and any additional comments you wish to include.

    Note: If an email address was entered in the Drawer email field of the Drawer Properties dialog or the Client Communications dialog for the current drawer, you have the option to mark the Fill email message with recipient's email address checkbox.

  8. To send copies of the message to additional recipients, mark the Send a carbon copy (CC) or Send a blind carbon copy (BCC) checkbox and enter the email addresses.

    Tip: To specify default email addresses for the CC and BCC fields, choose Setup > User Preferences > Email Options tab, and enter the email addresses in the Email options group box.

  9. Connect to the internet, if necessary.
  10. Click the Send button to send the message and documents to the recipient.

Notes

  • Documents sent via email are in PDF. Your clients can view the PDFs through Adobe Reader version 9.0 or higher.
  • Choose the Modify/View Email Text button to edit the default system-generated email text that is included when sending documents via email. Changes made will be saved for future email correspondences for the current user only.

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