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Sending documents to a file

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 select 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 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 save this document to a file, 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 File
       dialog, so that you can combine documents from multiple drawers into a single PDF file.
    • When you first open the
      Send to File Location
       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.
  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
    • 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
       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. 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. Select
    OK
     to send the document to a file.

This article applies to:

  • PRODUCT: FileCabinet CS