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This article applies to:

  • Product: FileCabinet CS

Sending documents to email recipients

  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 select 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. You can save documents in Portable Document Format (PDF), and then attach the PDF files to an email message instead.
  3. In the left pane of the
    Send to Email Recipient
     dialog, highlight a document you want to send, and use the
    Select
     button to move it to the right pane.
    note
    • 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 use 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.
    • When you first open the
      Send to Email Recipient
       dialog, all folders are expanded in the documents list. Use 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.
    • To send a partial document instead of an entire document, expand the document and select the specific pages to the right pane. You can select multiple pages from different documents within the same drawer or drawer family.
  4. (Optional) To change the default file name of the selected documents or combined PDF, select 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.
    note
    • Use the
      Undo
       button Undo back arrow 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
       section, 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
     section, 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.
  6. Select
    OK
     when all desired documents are listed in the right pane and the desired checkboxes are marked in the
    Options
     section. 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
     section.
  9. Connect to the internet, if necessary.
  10. Select the
    Send
     button to send the message and documents to the recipient.
note
  • 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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