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Microsoft Visio 2010 : Sending Visio Files in Email, Saving as PDF or XPS Files

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4/13/2014 1:32:39 AM

1. Sending Visio Files in Email

If you want to quickly zap a copy of a diagram to colleagues, the Send Using E-mail function makes it super easy.

Sending a Visio File via Email

1.
Start with an open Visio document that you want to send. Try from File, New, Sample Diagrams if you just want to run a quick test.

2.
Go to the Save & Send panel in the Backstage area.

3.
Under the Save & Send column in the left side of the panel, click Send Using E-mail. The right column changes to display four large “Send Using e-mail” buttons: Send as Attachment, Send a Link, Send as PDF, and Send as XPS.

4.
Choose one of the options by clicking one of the big square buttons on the right:

a. To send a copy of the actual Visio file, click Send as Attachment. The recipients receive a Visio file that they can open and edit, independent of the copy on which you are working. If they make changes that you need to re-incorporate into your drawing, you have to do this manually. Visio has no easy way to merge different versions of a file. To eliminate double efforts, you might suggest the recipients use markup to note needed changes instead of editing the document directly.

b. Send a Link is likely disabled, unless you are editing a file that is saved on the network. This option not only keeps the email size down, but also ensures that everyone is working on the same file. Use this strategy if two or more people need to edit the drawing, and be sure to save your drawing to the network first.

c. To send a noneditable (or, “not easily editable”) snapshot of your document, choose Send as PDF or Send as XPS. PDF is Adobe’s ubiquitous portable document format with which you are surely familiar. XPS is Microsoft’s XML Paper Specification format that creates portable, printable files that are similar to PDFs.

A new email window pops up, with your file (or link) attached, and the Subject field filled out with the name of the document.

5.
Edit the To, CC, Bcc, and message body fields as you normally would and then send the email.

Sending as PDF or XPS directly within Visio is a great timesaver. It eliminates the traditional steps of saving the file, browsing to it in Explorer, and then copying the file into an email. You don’t have to manage copies of PDF or XPS files at all!

2. Saving as PDF or XPS Files

Earlier, you saw how easy it was to mail a Visio document as a PDF or XPS document. If you want to hold on to actual copies of these files, Save & Send helps you out again.

PDF and XPS files are high-quality documents that are essentially read-only because most people don’t have editors for them. They are great for distributing to folks who don’t need to edit your content or who don’t have Visio. PDF and XPS files look the same on most computers because, for example, they preserve font information. Even if the recipient’s system doesn’t have a font that you used, it appears properly in the PDF or XPS document.

Because these files are unlikely to be altered, they offer a great way to preserve historical snapshots of documents that you frequently edit. They can be more compact than Visio files. For example, the IT Asset Management Visio file is around 900KB. When saved as PDF or XPS, it’s around 360KB.

Hyperlinks are preserved in the final output—even links that go to other pages within the document. If a shape has multiple links, however, only the first one is used.

Saving a PDF or XPS Document

1.
Start with any drawing you want to see in PDF or XPS form.

2.
Go to File, Save & Send.

3.
Click Create PDF/XPS Document in the Save & Send area. The Create PDF/XPS button appears on the right.

4.
Click Create PDF/XPS button. (Tip: You can save a step by double-clicking Create PDF/XPS Document in step 3.)

The Publish as PDF or XPS dialog appears. It’s similar to a typical Save As dialog but has a few options at the bottom.

5.
Choose to save either a PDF or XPS document by making a choice from the Save as Type drop-down list. If you have time, try repeating the following steps for both PDF and XPS.

6.
Note the Optimize For settings and click the Options button. The Options dialog appears, which enables you to specify specific pages to export, include backgrounds, remove or include document information, and perform a few other tasks. You can make changes here and click OK, or just click Cancel.

7.
Browse to a suitable location, give your PDF or XPS file a name, and then click Publish. If you left the Open File After Publishing box checked, the exported document opens for inspection.

The Save & Send panel provides a friendly interface for perusing and choosing different export options. Big, fat buttons, colorful icons, and helpful text make for a pleasant experience, especially when you are doing something for the first time.

The downside is that for PDF and XPS documents, it always suggests your Documents folder as the place to save the output. If you’re like me, you want to save the PDF or XPS file in the same directory where the drawing is saved. Having to browse back to that location to save is annoying.

Luckily, most of the options in Save & Send can be accessed via File, Save As dialog. Instead of clicking several buttons as you do via Save & Send, you just pick a Save As type from the drop-down list. When you use Save As, the default folder is the same as that of the current Visio drawing, so you don’t have to do any browsing!

Other -----------------
- Microsoft Visio 2010 : Introducing Data Graphics (part 2) - Creating Data Graphics,Applying Data Graphics to Shapes
- Microsoft Visio 2010 : Introducing Data Graphics (part 1) - What Is a Data Graphic?
- Microsoft Visio 2010 : Linking External Data to Shapes (part 6) - Using Link Data - Linking Data to Shapes Using Link Data
- Microsoft Visio 2010 : Linking External Data to Shapes (part 5) - Using Link Data - Preparing a Master for Link Data , Importing Data for Link Data
- Microsoft Visio 2010 : Linking External Data to Shapes (part 4) - Using the Database Wizard - Taking the Data-Linked Light Bulb Shape for a Spin
- Microsoft Visio 2010 : Linking External Data to Shapes (part 3) - Using the Database Wizard - Setting Up the Excel File as a Data Source
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- Microsoft Visio 2010 : Linking External Data to Shapes (part 2) - Preparing the Light Bulb Shape for Data Linking
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