Sending documents to a file

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If your email service does not support the Messaging Application Programming Interface (MAPI) protocol, use this procedure to save documents in Portable Document Format (PDF), and then attach the PDF files to an email message.

  1. In the Folders window, highlight the drawer that contains the documents you want to send to a file.

    Note: The resulting file will not include the FileCabinet CS folder structure for the documents you select.

  2. From the File menu, choose Send To > File, or click the arrow adjacent to the Send to Email button in the toolbar and choose File from the pull-down menu.
  3. In the left pane of the Send to File Location 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 save this document to a file, 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 File dialog, so that you can combine documents from multiple drawers into a single PDF file. For more information on drawer families, see Creating drawer families.
    • When you first open the Send to File Location 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

    • Changes that you make to the file name in the Send to File Location dialog affect only items that are sent to a file.
    • When the Combine documents into single PDF file checkbox is marked 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. After selecting the documents you want to send, configure the desired options.
    Option Description
    Include annotations Includes annotations in the exported PDF and enable the annotation type checkboxes so you can choose which types of annotations to include.
    Include page notes Includes page notes in the exported PDF. The page note is inserted after the page on which the notes were added in the resulting PDF.
    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.)
    Combine documents into single PDF file Creates a single PDF file that combines all selected documents. If you do not mark this checkbox, a separate PDF file will be created for each selected document. Use the Move Up and Move Down buttons to change the order in which the documents will 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 open 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 created PDF.
    Include banner page Includes a list of links to each item included in the PDF.
  6. Click OK to send the document to a file.

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