||This task shows you
how to send Version 5 data in the mail. Note that this functionality is
available on Windows only.
||All the data,
including linked documents, is included in the send, provided it can be
found. Any data that can be opened in a Version 5 session, including V4
models, can be sent.
Open the Version 5 document you want to copy.
||Before doing anything, make sure you have saved all the files
you intend to send.
Select File > Send To Mail. The
Send To Mail dialog box appears:
|In the upper part of the dialog box you can see a
list of all the different documents linked to the document you
selected for the send operation. The four columns provide
information about the file name, the file type, the location and
whether or not the file was found.
Click the Copy all files
button between the two lists. The dialog box then looks something like
|The files have now been sorted. The list in the
lower part of the box shows a list of those files that will be
In the upper list remain those files that were not found. This can
be remedied by selecting either Tools > Options > General >
Document or Edit > Links (see
Linked Document Localization or
Editing Document Links).
|If you prefer, you can select the files in the
upper list individually and transfer them to the lower list by
clicking the Copy selected files
If you want to select the files by type, place the cursor
inside the list and right-click to display the list of file types
and then select the appropriate type. (Selecting by type in this
way operates of course in the lower list as well.)
|Before sending your documents in the mail, you may
want to check the size of the documents to be sent. You will find
this in the lower left-hand corner.
OK may be grayed
out. This means that problems shown in the Problem
column have not been resolved.
|As well as the information provided in the upper
list, the lower list also contains a column showing potential
problems such as duplicate file names. There are different ways of
resolving this. You can:
- select one of the identically named files and click the
Reset selected files
button to move it to the upper list i.e. not include it in the
files to be sent
- rename one of the files using Rename Target.
If you want to give one of the files a different name in
the target directory, select the file and click Rename Target
in the lower right-hand corner of the dialog box. The dialog box opposite
appears specifying the name of the file selected:
|Enter the new name and click OK.
|To cancel the rename, select the new name just
entered in the Rename dialog box, delete it and click
OK. The old name is restored.
|You can of course move all files to the upper list
at any time by clicking the Reset all files
Click OK. You are now
prompted to give the name of your e-mail system.
If Lotus Notes has been set as your default e-mail system, an error
message is displayed after clicking OK because from version
6.x onwards, Lotus Notes Client installations no longer support MAPI.
In that case, you need to specify another e-mail system in your favorite
web browser. For instance, if you are working with Internet Explorer,
select Tools > Internet Options > Programs then choose another
system in the E-mail box.