techdem: Please, No Word Docs

It used to be that when someone would e-mail me a Microsoft Word document I would cringe but basically accept that that just reflected the sad state of the computer world. If I needed to open the Word document, I feared Microsoft ActiveX components and malicious macro viruses taking over my computer and deleting files or stealing passwords.

Nowadays there is almost never a good reason to e-mail a Word document. If you intend for the recipients to only view and print the document, send the document as a PDF file. If, on the other hand, you intend for the recipients to make edits to the document, send the document as an ODF (Open Document Format) file.

Generating PDF Files
Wikipedia describes PDF as "the de facto standard for printable documents." PDFs are easily opened on most all computers today and tend to be very compact, so they are practical and convenient as e-mail attachments.

On Mac OS X it couldn't be easier to generate PDF files. Apple built PDF support right into the operating system. From any word processor, like iWork Pages or MS Office, just bring up the print window (press <Command-P>), click the "PDF" button, and select "Save as PDF...".

Generating a PDF on Mac OS X
After you have saved your document as a PDF file, send it as an e-mail attachment.

On Windows it's almost as easy, but you first need to install a print-to-PDF utility such as the popular and free PDFCreator. After installing PDFCreator, just print from any word processor, such as OpenOffice.org or MS Office, and select the printer named "PDFCreator".

Generating a PDF on Windows
Save the PDF file to your Desktop and then send it as an e-mail attachment.

OpenDocument
If you intend for the recipients of your e-mail message to be able to edit the document you are sending, you will want to be sure the recipients have access to a word processor that understands the format of your attached document.

Unfortunately, if you send a Word Perfect file, you are discourteously assuming the recipients have purchased Word Perfect. Likewise, if you send an MS Word file, you are discourteously assuming the recipients have purchased MS Word. And, if you send an iWork Pages, you are discourteously assuming the recipients have purchased iWork Pages. There is a better way.

OpenDocument (ODF) is an international standard document format which does not dictate a restriction of using a particular word processor. If you or any of your e-mail recipients do not already have an ODF capable office suite, there are full featured Open Source office suites that can be downloaded for free.