Send Document As E-Mail

Software Specification Document
OpenOffice.org
5
Send Document as E-mail

Specification Status
Last Change
April 7, 2006
Status
Standard
Abstract
10
15
The feature Send Document as E-mail is often used by customers who need to work with Microsoft document
formats. Currently in OpenOffice.org 2.0.2 a user has to set the default file format with the Tools Options
dialog to the Microsoft document formats to easily use Send Document as E-mail. This is first not very intuitive,
but there is also a second problem. There are many customers who want to use the OpenDocument format by
default, but from time to time have to send documents with the Microsoft document format. They have to save a
document in Microsoft document format before they can use Send Document as E-mail. The following
enhancement wants to help people who need to work with these two file formats (Microsoft document and
OpenDocument format).
i-Team Members
Role
First Name, Last Name, Initials
E-Mail Address
Specification Authors
Carsten Driesner (CD)

Christian Jansen (CJ),
Matthias Mller-Prove (MMP)
Carsten.driesner@sun.com
Christian.Jansen@sun.com,
mprove@sun.com
User Experience
Christian Jansen (CJ),

Matthias Mller-Prove (MMP)
Development
Carsten Driesner (CD)
Quality Assurance
Hasan Ilter (HI)
Hasan.Ilter@sun.com
Documentation
Uwe Fischer (UFI)
Uwe.Fischer@sun.com
Project Lead
Due to patch no Project Lead exists

20
Send Document as E-mail (MS Office format support)
Contents
Abstract........................................................................................................................................... 1
i-Team Members.............................................................................................................................. 1
References and Reference Documents...........................................................................................3
Acronyms and Abbreviations........................................................................................................... 3
1
1.1
1.2
Competitive Analysis.................................................................................................................... 4
OpenOffice.org 2.0.2....................................................................................................................... 4
Microsoft Office XP.......................................................................................................................... 4
2
2.1
2.1.1
2.1.2
2.2
2.2.1
2.2.2
2.3
2.3.1
2.3.2
2.4
Detailed Specification................................................................................................................... 4
OpenOffice.org Writer, Writer/Web, Master Document....................................................................5
Context Sensitive Menu Items for Send Menu.................................................................................5
Toolbar Item..................................................................................................................................... 5
OpenOffice Calc.............................................................................................................................. 6
Toolbar Item..................................................................................................................................... 7
OpenOffice Impress......................................................................................................................... 7
Toolbar Item..................................................................................................................................... 8
Options > Load/Save > General...................................................................................................... 9
Migration........................................................................................................................................ 9
Configuration................................................................................................................................. 9
File Format..................................................................................................................................... 9
Open Issues................................................................................................................................... 9
Document Change History............................................................................................................. 10
http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt
References and Reference Documents

Reference Document
Check
Passed
N/A
Available
i46895
Product Concept Document
Not Available
<Please enter location here>
Competitive Analysis
Available
Specification Process Entry Check

Product Requirement,, RFE, issue (required)
Test Case Specification (required)
Software Specification Rules
Available
N/A
File Menu
25
Location (URL)
http://www.openoffice.org/nonav/iss
ues/showattachment.cgi/35555/sen
d_document_as_email_MS_support
ed.html
N/A
http://specs.openoffice.org/appwide/
menus/FileMenu.sxw
Acronyms and Abbreviations

Acronym / Abbreviation
Definition
OpenOffice.org
OpenOffice.org
30
Competitive Analysis
1.1
OpenOffice.org 2.0.2
The menu command Document as E-mail in the submenu File>Send creates a new e-mail message with an
attached document. The current open OpenOffice.org document is saved into a file with the same file format
as the document itself. If the document is untitled and unsaved the default file format is used for the file.
1.2
Microsoft Office XP
Illustration 1: Send submenu in MS Office Word

2003
Illustration 2: Send submenu in MS Office

PowerPoint 2003
Detailed Specification
General objective:
35
1. Promote the OpenDocument formats.

2. Support Microsoft's formats.
The Send sub-menu of the File menu must be extended for the following application modules.
The new menu entries create a file attachment using the latest Microsoft Office document format.
40
2.1
OpenOffice.org Writer, Writer/Web, Master Document
The Send menu enhancements are specified in the table below:

Send
Document as E-mail...
E-mail as OpenDocument Text...
E-mail as Microsoft Word...
45
E-mail as PDF...
--------------...
50
The commands creates a file to be attached to a new e-mail.
The state of the attachment is the current state of the open document.
The attachment name is exactly the document name.
The attachment file format is either
55
OpenDocument Text,
Microsoft 97/2000/XP, or
PDF
Document as E-mail.
1. It creates an attachment with the current document file format.
2. If the document is unsaved/untitled then the format defined in
Tools>Option>Load&Save>General>Always save as is used.
60
String Table
English
German
Document as ~E-mail...
Dokument als ~E-Mail...
E-mail as ~OpenDocument Text...
E-Mail als ~OpenDocument Text...
E-mail as ~Microsoft Word...
E-Mail als ~Microsoft Word...
E-mail as P~DF...
E-Mail als PD~F...
2.1.1
65
Comment
Context Sensitive Menu Items for Send Menu
NOTE: THIS IS NOT PART OF THE PATCH FOR OpenOffice.org 2.0.3:

If the command E-mail this Document... creates an OpenDocument Text attachment then the command Email as OpenDocument Text. is not part of the menu structure.
If the command E-mail with Current Document Attachment... creates an Microsoft Word 97/2000/XP
attachment then the command E-mail with Microsoft Word Attachment... is not part of the menu structure.
70
2.1.2
Toolbar Item
A file is created to be attached to a new e-mail.
The state is the current state of the open document.

The file format is defined by:
a) Tools>Options>Load/Save>General>Always use.
75
or
b) the current file format. If the file is untitled and unsaved the format is defined by
Tools>Options>Load/Save>General>Always use.
80
2.2
OpenOffice Calc

Send
E-mail as OpenDocument Spreadsheet...
85
E-mail as Microsoft Excel Spreadsheet...

E-mail as PDF...
--------------...
90
The attachment file format is either:
95
OpenDocument Spreadsheet,
Microsoft Excel 97/2000/XP, or
PDF.
E-mail this Document.... was formerly called Send Document as E-mail.

100

String Table
English
German
E-mail as ~OpenDocument
Spreadsheet...
E-Mail als ~OpenDocument Tabellendokument...
E-mail as ~Microsoft Excel...
E-Mail als ~Microsoft Excel...
E-mail as P~DF...
E-Mail als PD~F...
Comment

105
2.2.1
NOTE: THIS IS NOT PART OF THE PATCH FOR OpenOffice.org 2.0.3:

If the command E-mail this Document... creates an OpenDocument Spreadsheet attachment then the
command E-mail as OpenDocument Text. is not part of the menu structure.
110
If the command E-mail this Document... creates an Microsoft Excel 97/2000/XP attachment then the
command E-mail as Microsoft Excel Spreadsheet... is not part of the menu structure.
2.2.2
Toolbar Item

115
or
120
2.3
OpenOffice Impress

Send
125
E-mail as OpenDocument Presentation...

E-mail as Microsoft PowerPoint Presentation...
E-mail as PDF...
--------------...
130
135
The attachment file format is either:
140
OpenDocument Presentation,
Microsoft PowerPoint 97/2000/XP or,
PDF
E-mail this Document.... was formerly called Send Document as E-mail.

String Table

English
German
E-mail as ~OpenDocument Presentation...
E-Mail als ~OpenDocument

Prsentation...
E-mail as ~Microsoft PowerPoint

Presentation...
E-Mail als ~Microsoft PowerPoint

Prsentation...
E-mail as P~DF...
E-Mail als PD~F...
Comment
145
2.3.1
NOTE THIS IS NOT PART OF THE PATCH FOR OpenOffice.org 2.0.3:

If the command E-mail this Document... creates an OpenDocument Presentation attachment then the
command E-mail as OpenDocument Presentation is not part of the menu structure.
150
If the command E-mail this Document... creates an Microsoft PowerPoint 97/2000/XP attachment then the
command E-mail as Microsoft PowerPoint Presentation... is not part of the menu structure.
2.3.2
155
Toolbar Item

or
160
2.4
Options > Load/Save > General
Always save as is renamed to Always use.

String Table
165
English
German
Always ~use
Immer ~verwenden
Comment
Migration
There is no need to migrate from an old version. The described functions are completely new to
OpenOffice.org.
4
170
Configuration
There is no need to extend the configuration for this enhancement. The new functions don't need any new
persistent data.
File Format
The new functions only store documents in a known file format (MS Word, Excel, PowerPoint). There are no
changes needed in any file format.
Open Issues
Issue
Initials Date
i46895
CD
Mar 16, 2006
MMP-1 MMP-4
MMP
Mar 24, 2006
MMP-5: OpenOffice.org Base has also Send commands. How do they

change with this spec?
MMP
Mar 27, 2006
Strings and specification for Calc and Impress like in Writer
MMP
Apr 3, 2006
creation of task for 2.0.4 changes (context sensitive menu items)
MMP
Apr 3, 2006
this i-Team has no project lead yet.
MMP
Apr 3, 2006
175
Document Change History
Rev.
Change
Initials Date
Initial specification
cd
March 10, 2006
Added changes provided by Christian Jansen
cd
March 16, 2006
Removed Draw application as it cannot export using MS format
cd
March 20, 2006
review at http://sodoc.germany.sun.com/Teams/User_Experience/HCI/Star/Q/Spec
Reviews/SendDocumentAsMS_MMP24Mar06.odt
MMP
March 24, 2006
proposed solution at http://sodoc.germany.sun.com/Teams/User_Experience/HCI/Star/Q/Spec

Reviews/SendDocumentAsMS_MMP27Mar06.odt
MMP
March 27, 2006
proposed solution at http://sodoc.germany.sun.com/Teams/User_Experience/HCI/Star/Q/Spec

Reviews/SendDocumentAsMS_MMP3Apr06.odt
MMP
April 3, 2006
Specification revised
CJ
April 4, 2006
Specification revised based on feedback from AS
CJ
April 6, 2006

Send Document As E-Mail - Ms File Format Support

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Send Document As E-Mail - Ms File Format Support

Uploaded by

Copyright:

Available Formats

Software Specification Document

First Name, Last Name, Initials

Carsten Driesner (CD)

Christian Jansen (CJ),

Carsten Driesner (CD)

Hasan Ilter (HI)

Uwe Fischer (UFI)

Due to patch no Project Lead exists

Send Document as E-mail (MS Office format support)

Send Document as E-mail (MS Office format support)

References and Reference Documents

Product Concept Document

<Please enter location here>

Specification Process Entry Check

Test Case Specification (required)

Software Specification Rules

Acronyms and Abbreviations

Send Document as E-mail (MS Office format support)

Illustration 1: Send submenu in MS Office Word

Illustration 2: Send submenu in MS Office

1. Promote the OpenDocument formats.

Send Document as E-mail (MS Office format support)

OpenOffice.org Writer, Writer/Web, Master Document

The Send menu enhancements are specified in the table below:

The commands creates a file to be attached to a new e-mail.

The attachment name is exactly the document name.

The attachment file format is either

Dokument als ~E-Mail...

E-mail as ~OpenDocument Text...

E-Mail als ~OpenDocument Text...

E-mail as ~Microsoft Word...

E-Mail als ~Microsoft Word...

E-Mail als PD~F...

Context Sensitive Menu Items for Send Menu

NOTE: THIS IS NOT PART OF THE PATCH FOR OpenOffice.org 2.0.3:

A file is created to be attached to a new e-mail.

The state is the current state of the open document.

Send Document as E-mail (MS Office format support)

The Send menu enhancements are specified in the table below:

E-mail as Microsoft Excel Spreadsheet...

The commands creates a file to be attached to a new e-mail.

The attachment name is exactly the document name.

The attachment file format is either:

Microsoft Excel 97/2000/XP, or

E-mail this Document.... was formerly called Send Document as E-mail.

2. If the document is unsaved/untitled then the format defined in

Dokument als ~E-Mail...

E-Mail als ~OpenDocument Tabellendokument...

E-mail as ~Microsoft Excel...

E-Mail als ~Microsoft Excel...

E-Mail als PD~F...

Send Document as E-mail (MS Office format support)

Context Sensitive Menu Items for Send Menu

NOTE: THIS IS NOT PART OF THE PATCH FOR OpenOffice.org 2.0.3:

A file is created to be attached to a new e-mail.

The state is the current state of the open document.

The Send menu enhancements are specified in the table below:

E-mail as OpenDocument Presentation...

The commands creates a file to be attached to a new e-mail.

The attachment name is exactly the document name.

The attachment file format is either:

Microsoft PowerPoint 97/2000/XP or,