Send as PDF button in Word Body

[wordJohn]

Hello,

I am creating a Word form template that will be filled out every day by my users. Each time they fill it out, they need to send the document as a PDF in an email. I know that there is a "Send as PDF" option in the file menu, but I am wondering if there is a way to display this button in the body of my word document.

If there is no simple way to do this, is there a way to write a macro that saves as a PDF and emails that I can link to a button?

Thanks.

[Charles Kenyon]

There is no simple way to put a button in your template. You can easily add one to the QAT. This requires no vba so the user will not need to enable macros. The following assumes some sort of editing restriction, if there is none, you can skip the steps to unprotect the template and reprotect it.

• Open your template for editing.
• Unprotect it.
• Modify the QAT. (Modifying the QAT and Ribbon in Microsoft Word) See screenshot below.
• Under All Commands (1), pick E-Mail as PDF Attachment. (2)
• Add to QAT (3)
• On the right side of the dialog box at the top is a selector for where the modification is saved. Rather than for all documents, choose your template. (4)
• OK (5) then reprotect your template and save it.

00 deleteme 0.png




You'll have to draw your recipient's attention to the button on the QAT when you send it. The template must be a .dotx or .dotm template. I do not know that unprotecting and reprotecting the template is necessary, it just seemed prudent.

Note, this only works if your user is creating the document to send from your template and the document remains attached to the template. The same is true of any vba solution.

If you are emailing this to people to fill out and return as pdf, then you will need to actually modify the QAT in the document that you send (not in the template). That is because the QAT modification works only so long as the document remains "attached" to the template. What is the relationship between a Microsoft Word document and its template?

The location of the Send as PDF button on the QAT should be on the far right end of the user's QAT. If their QAT has a lot of icons, it may end up in the drop-down.