Subtitles of the Movie

In this movie, let's look at emailing publications. Email is an efficient and definitely a cost-effective communication tool, so in this movie, let's take a look at your emailing options within Publisher. Ok, let's look at our options. Our options are to do an email merge. That's what we did in Chapter 11. We can personalize the content for each recipient and email that document. I'm going to open up Publisher and see our merged information? We could email that out. Now, we could also go over here to email, open up another email merge document. Now, we have several options when we actually send this email. You can send it as part of the message so that you don't have to worry about whether or not people have Publisher or what version of Publisher, whether they can open attachments, things like that. Now, we're using Publisher 2007. To be able to send the file as a message in the email, you have to have Outlook 2007. You have to go to file, send email and then right here it'll say send as message. I don't have Outlook 2007 on this computer, so that's why it's not showing up. So if you look for it, you've got to have Outlook 2007. Ok. So that's one option. Now, our other option is to send it as an attachment, which is what we're looking at. Now, when it sends it as an attachment, it'll send it as a publication so they're going to have to have Publisher if you send it as a .pub file. You also have to be careful as to what version of Publisher they have, so make sure you're saving that document in the version that they have. If you don't remember how to do that, you go to file, save as and down here it can tell you what different versions and things like that you need to save it as, what file type. Now, I'm going to go back to file, send email, send publication as an attachment. Our one option is to send it as a pub file and we can also send it as a pdf. So now it's telling me before I can do that, I have to save it. So I'm going to click yes. I'm going to save it and give it a name. Now it's saving it. Now you see it attached it and I can send whoever I want it to go to carbon copies, blank carbon copy and on and on. Ok? Now, that's an attachment. If we made it a pdf file, we could email that pdf file. So I could go out here into the My Documents, that zipped file that I made earlier with the pdf, right here I could just right click on that and open it up and then email that. So that's another option. Pdf's anybody can read, you just can't really edit those, but pretty much anybody can be able to read those. All they have to have is Adobe Reader. Adobe Reader is a free download from Adobe.com. So you could add that in with the email, tell people that it's attached as a pdf, they need Adobe Reader give them the link or go to Adobe's site. They have little graphics that you can add into emails or websites to show people where they can download that and get it if they need it. Now, one more thing about your emails. If you go to file, new and you choose the email option over here and select one of their emails, the nice thing is they've got it laid out very simply. It's not too wide, it'll open up in most screens when people open their emails. It's very easy to look at and laid out. They also tell you and remind you to add contact information because a lot of times people will read through there and if they can just click really fast and get a hold of you, they will. If they don't want to click, they want that phone number and as they scroll down, they give you a good information. Remind people of where you're located. A lot of times we forget that. We give them the address, we think they know. This makes it quicker. Give them step-by-step directions. A lot of people don't like maps. Maybe write down here what the directions are. You can easily go out online and MapQuest or MapBlast that and get some directions. And the best thing they have down here is the reminder that you can send questions or comments. Put that in one and also to remove your name or unsubscribe. That's also another option. If it were me, I'd probably divide this out; make this a little different, have a little graphic that goes with questions or comments and then don't forget to always have that option to let them remove their name from the mailing list. You don't want to send people things that they don't want. You want them to get things that they really like. I would take a minute to think about emails that you've gotten that are laid out nicely that you read. So you might look at those just to help you come out with layouts. And also, don't forget to go to Microsoft Office Online. They always put out new templates and new ideas. That will give you some more information. Do watch out for having too many graphics. You don't want to clog up a person's email box because you're putting in huge graphics. And also, try to keep it short, sweet and to the point. Don't put too much information in there. People are inundated with information. At the very top, be specific of what you're going to do. Give them the sale information, give them the contact information and be done. And always, of course, include that logo in there. So that's your information on how to email a publication, so let's move on and keep learning more.