Sending Documents via E-Mail as PDF Documents
You can convert documents registered in libraries into PDF documents with advanced settings and attach them to an e-mail.
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IMPORTANT
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If you convert a PDF document with Reader Extensions to a PDF document and attach it to an e-mail, the Reader Extensions function is deleted.
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NOTE
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In order to send via e-mail, an e-mail account and profile must be configured in advance.
Using a [E-Mail] output button when Microsoft Outlook has never been started to attach a document to an e-mail results in an error.
To convert a document into a PDF document and send it, configure one of the following settings for the [E-Mail] output button.
[Attach after converting to PDF document]
[Select when attaching]
For more information on [E-Mail] output button settings, see the following.
You can also attach documents to an e-mail as application files. For more information, see the following.
You can also attach shortcuts to an e-mail. For more information, see the following.
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1.
Select the document to attach to the e-mail in the File List View Window.
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NOTE
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You can convert multiple documents into PDF documents and send them via e-mail. In this case, each document is converted separately without merging the documents into a single PDF document.
You cannot convert shortcuts (*.iwl/*.iwlf), sites, libraries, folders, the Recycle Bin, and documents in the Recycle Bin to PDF documents and attach them.
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2.
Click [E-Mail] output button.
Or, drag and drop the document to [E-Mail] output button.
The [Detailed Settings for PDF Document] is displayed.
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NOTE
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If the [Select when attaching] check box is selected in the mail output button settings, a dialog box for selecting the format of the file to attach is displayed. In this case, click [Convert to PDF Document]. For more information, see the following.
You can also use one of the following methods to perform the same operation.
Click [E-Mail] output button displayed on the ribbon or toolbar
Click ▼ for a [E-Mail] output button displayed on the ribbon or toolbar, and select [Execution]
If buttons are not displayed on the ribbon or toolbar, see the following to display them.
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3.
Configure the advanced settings of the PDF document.
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NOTE
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For details on the settings, see the following.
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4.
Click [OK].
The e-mail application launches and the screen to create a new e-mail is displayed. Proceed to step 8.
A confirmation message is displayed if the [Convert to PDF/A-1b format] check box is selected. In this case, proceed to step 5.
When a password to open the document is set, the [Confirm Document Open Password] is displayed. In this case, proceed to step 6.
When printing or editing the document is restricted, the [Confirm Permissions Password] is displayed. In this case, proceed to step 7.
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NOTE
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If the attachment file exceeds the specified file size, a warning message is displayed. Click [Yes] to attach the file or [No] to not attach the file. For information on the size settings for attachment files, see the following.
When inconvertible documents are included in the selected documents, documents which cannot be converted and an error message are displayed.
The document name of the converted PDF document is the original document name with the file extension changed to '.pdf'.
When documents in a Therefore Library are attached to an e-mail, the document name depends on the system settings. For more information, see the following.
The values set in the [Detailed Settings for PDF Document] are retained for next time.
The settings in the [Detailed Settings for PDF Document] are the same as the dialog box in "Converting a Document into a PDF by Using the Advanced Settings" but the settings are saved separately. For information on "Converting a Document into a PDF by Using the Advanced Settings", see the following.
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5.
Click [OK].
The e-mail application launches and the screen to create a new e-mail is displayed. Proceed to step 8.
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NOTE
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When the [Convert to PDF/A-1b format] check box is selected, an error message is displayed if conversion to a PDF document in the PDF/A format fails. For information on the causes of errors, see the following.
If the [Convert to PDF/A-1b format] check box is not selected when the original document is in the PDF/A format, the PDF document after conversion will not conform to the PDF/A format.
Selecting [Do not show this message again] disables the confirmation message. Even if the confirmation message is disabled, it can be enabled again by selecting [Display a confirmation message when converting to PDF documents that meet the requirements of PDF/A].
[File] menu > [Option] > [System Settings] > [Browser] > [Display Dialog Box] > [Display a confirmation message when converting to PDF documents that meet the requirements of PDF/A]
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6.
Enter the same password you have entered in [Document Open Password], and click [OK].
The e-mail application launches and the screen to create a new e-mail is displayed. Proceed to step 8.
When printing or editing the document is restricted, the [Confirm Permissions Password] is displayed. In this case, proceed to step 7.
7.
Enter the same password you have entered in [Permissions Password to Bypass Restrictions], and click [OK].
The e-mail application launches and the screen to create a new e-mail is displayed.
8.
Enter the destination e-mail address, title, and message, and send the e-mail.