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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


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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
Context Sensitive Menu Items for Send Menu.................................................................................7
Toolbar Item..................................................................................................................................... 7
OpenOffice Impress......................................................................................................................... 7
Context Sensitive Menu Items for Send Menu.................................................................................8
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

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

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

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt

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

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:
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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.

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt

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

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.

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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.

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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.

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt

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


The file format is defined by:
a) Tools>Options>Load/Save>General>Always use.
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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

The Send menu enhancements are specified in the table below:


Send
Document as E-mail...
E-mail as OpenDocument Spreadsheet...

85

E-mail as Microsoft Excel Spreadsheet...


E-mail as PDF...
--------------...

90

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:

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OpenDocument Spreadsheet,

Microsoft Excel 97/2000/XP, or

PDF.

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


1. It creates an attachment with the current document file format.

100

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


Tools>Option>Load&Save>General>Always save as is used.
String Table
English

German

Document as ~E-mail...

Dokument als ~E-Mail...

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...

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt

Comment

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


105

2.2.1

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 Spreadsheet attachment then the
command E-mail as OpenDocument Text. is not part of the menu structure.
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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

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:

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a) Tools>Options>Load/Save>General>Always use.
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.

120

2.3

OpenOffice Impress

The Send menu enhancements are specified in the table below:


Send
Document as E-mail...

125

E-mail as OpenDocument Presentation...


E-mail as Microsoft PowerPoint Presentation...
E-mail as PDF...
--------------...

130

135

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:

140

OpenDocument Presentation,

Microsoft PowerPoint 97/2000/XP or,

PDF

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

String Table

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt

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


English

German

Document as ~E-mail...

Dokument als ~E-Mail...

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

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 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

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.
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.

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.

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt

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

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

http://specs.openoffice.org/appwide/send_document_as_email/send_document_as_e-mail_-_ms_file_format_support.odt