Sending a Document

Procedure

Create a new document or select an existing document.
Choose .

You go to the send screen.
Enter the recipients and specify the corresponding recipient type for each one.

If you send to recipients that are not stored in the address management, you have to choose the direct recipient types (for example, fax or Internet address) corresponding to the relevant communication method. In this case, you have to add the recipient-related additional information yourself. Entry help is available for this. To do this, proceed as follows:
1. In the context menu, choose Fax entry, Internet entry, Pager entry or X.400 entry.
2. Enter the communication address (for example, DE 0893333 or abc@company.de) and, if necessary, additional information, such as recipient name and address for fax addresses, which is then entered automatically in the fax form. You have to specify a pager service for fax numbers.
  
  If an LDAP service is connected, you can search for addresses in it. You access the search screen for LDAP addresses by choosing the pushbutton LDAP service.
3. Choose .
You can assign the send attributes Express, Copy and Blind copy to each recipient.

Other recipient-related functions are available:

Function	Description
Create resubmission for recipient	Select the recipients and choose under the recipient entry fields. Proceed as described in Creating a Resubmission.
Create distribution list	Select the recipients that are to be grouped together in a distribution list and choose . In the subsequent dialog box, enter a name, a title and specify a private folder as the storage location. Choose . The distribution list is created in the specified folder. Send attributes specified for individual recipients are copied into the distribution list.
Expand distribution list	Select the distribution list and choose . The distribution list is expanded into individual recipients. Recipients who are on the distribution list and were previously specified as individual recipients are only displayed once.

Function

Description

Create resubmission for recipient

Select the recipients and choose under the recipient entry fields.
Proceed as described in Creating a Resubmission.

Create distribution list

Select the recipients that are to be grouped together in a distribution list and choose .
In the subsequent dialog box, enter a name, a title and specify a private folder as the storage location.
Choose .

The distribution list is created in the specified folder. Send attributes specified for individual recipients are copied into the distribution list.

Expand distribution list

Select the distribution list and choose .

The distribution list is expanded into individual recipients. Recipients who are on the distribution list and were previously specified as individual recipients are only displayed once.

If necessary, switch to the tab page Send options in order to
- Specify additional send attributes (send in the background, no forwarding)
  
  When you are sending documents to a large number of recipients, it is advisable to send in the background.
- Change the setting that indicates whether the message is to be moved to your outbox after it has been sent
- Change, for external sending, the setting indicating the type of send status for which you want a status confirmation

Other functions are available:

Function	Description
Create note	Choose Note. When you send a document from shared folders, the note is displayed directly. Enter a text. The standard text editing functions are available.
Create resubmission for yourself	Choose under the recipient entry fields. Proceed as described in Creating a Resubmission.
Display document contents	Choose . To return to the Send dialog box, choose .
Display previous recipient list	Choose Recipient list. To return to the Send dialog box, choose .
Display attachment list	If attachments are appended to the document, choose next to the document title. To return to the Send dialog box, choose .
Append an existing PC document as an attachment	You can only execute this function here if the document to be sent is changeable or has not yet been sent. Choose . In the subsequent dialog box, navigate to the required PC folder and select the required document by double-clicking on it.

Choose .

Results

The document is sent to all the specified recipients and a link to the document is stored in your outbox or in a different private folder, depending on your send options. You can specify a default setting for your send options in your private office settings. Internal recipients receive a link to the document so that they can see any possible changes to the document. External recipients who receive the document as a fax or an Internet message, for example, receive a copy of the document so that subsequent changes cannot be seen by them.