Sending a multi-page newsletter as the body of an email

by JoAnn Paules, MVP Microsoft Publisher

First, the caveats:

1. I use Outlook Express so I can't be certain that this process will work if you are using something like AOL, Juno, Netscape Mail or the like. I'm sure that it will work with Outlook even though I haven't tested it. If you are using one of those programs and you try this, I'd be interested to hear if it worked.

2. This process could produce a hefty email. I used a four page Publisher template and the file size is about 800 KB. As you change fonts, add pictures, etc, the size will grow.

3. If your audience has their email set for text only, there's nothing you can do.

The process needs at least one other program. This program is TechSmith's SnagIt. Although the program is not free, it's only $39.95 US. The good thing is that it also has a built-in PDF driver. Since we are working with a .pdf file, why buy or download another program if there's one built in? You can also use Acrobat, PrimoPDF, or whatever, if you already have it. You can download a free 30 day trial of the program so that you can decide whether or not you want to spend the money.

Having said all of that, let's rock!

Create your newsletter. Convert newsletter to .pdf with the software of your choice.

Ed: If you use Acrobat Standard 7.0 or Acrobat Professional, links that look like this will function in your PDF file. Otherwise, only links that look like this: will work.

Open the .pdf file you just created in Adobe Reader. (If you have any other programs open, close them or make sure that your newsletter is on top.)

Set your zoom level is set for 80% to 100%. Any smaller, and you may not be able to read it. Any larger and your audience will have to scroll in all four directions when they read it. (I found that if I reduced the width of my Reader screen, it picked up less of the background. I thought it looked nicer that having two inches of blue on either side of my newsletter. It also seemed to cut down a little bit on the file size.)

Set your Page Layout is set for Continuous.

Open SnagIt.

In the Basic Capture Profile, select "Web page (keep links)".

In Profile Settings, make sure your Input is set for Scrolling-Auto Scroll Window. Your Output should be set for E-mail.

Click the BIG red button under Capture.

You will be taken back to your newsletter's .pdf file.

The cursor will look like a pointing finger. Left-click once in the middle of the page. The cursor will change to an X and starting scrolling down the pages. All you have to do is sit back and wait until it's finished and the SnagIt screen appears again.

Click on the (Send E-mail). This will pop the image into your email program.

Add your addressees and send it.

If anyone out there would like to see a sample, you are welcome to contact me. I am willing to show you what you get with this process.

JoAnn Paules
MVP Microsoft [Publisher]