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Prepare workbooks to be reviewed and merged

To send workbooks for review by e-mail, you need Microsoft Outlook or another e-mail program installed and running on your computer.

1. Open the workbook that you plan to send to other users for review.
2. On the Tools menu, click Share Workbook, and then click the Editing tab.
3. Select the Allow changes by more than one user at the same time check box.
4. Click the Advanced tab.
5. Under Track changes, click Keep change history for. In the Days box, type a number at least as long as the number of days you expect reviewers to spend making changes and comments, plus the time you'll need to collect and merge the copies.
6. Click OK, and save the file.
7. On the File menu, point to Send To, and then click Mail Recipient (for Review).
8. In the To and Cc boxes, type the recipient names, separated by semicolons.

   If you want to use names from your address book instead, click the To or Cc button.

9. Type a subject in the Subject box, and type or edit the introductory text before the attachment if you want.
10. If Outlook is your mail program, customize the message.

    How?

    These options are available when you have an e-mail message open and you are using Microsoft Outlook.

    Importance and sensitivity level

    Change the importance level

    • To mark as very important, click Importance: High .

    • To mark as not important, click Importance: Low .

    Set a message flag

    Flagging a message adds a flag icon to it. You can use the flags to remind yourself to follow up on an issue or to indicate a request for someone else. You can also use flags to set a reminder for the message.

    1. Click Flag for Follow up .
    2. In the Flag to box, click the flag you want, or type your own.
    3. Enter a date and time in the Due by boxes.

    Mark a message as private, personal, or confidential

    1. In the message, click Options .
    2. In the Sensitivity box, click the option you want.

    Note  Marking a message Private prevents the message from being modified after you send it.

    Security level

    Help add security to messages

    1. In the message, click Options .

    2. Under Security, click Security Settings.

    3. Set the desired options.

    Track messages and replies

    Receive notification when a message is read or delivered

    1. In the message, click Options .

    2. Under Voting and tracking options, select the Request a delivery receipt for this message or Request a read receipt for this message check box.

    Add voting buttons to an e-mail message

    This feature requires Microsoft Exchange.

    1. In the message, click Options .
    2. Select the Use voting buttons check box, and then click the voting button names you want to use in the box.

       To create your own voting button names, delete the default button names, and then type any text you want. Separate the button names with semicolons.

    3. Under Delivery options, select the Save sent message to check box. To select a folder other than the Sent Items folder, click Browse.

    Save a copy of this message to a folder other than Sent Items

    1. In the message, click Options .

    2. Under Delivery options, select the Save sent message to check box.

    3. Click Browse, and then click the folder you want.

    Assign a message to a category

    A category is a keyword or phrase that helps you keep track of items so you can easily find, sort, filter, or group them.

    1. In the message, click Options .

    2. Click Categories.

    3. In the Available categories list, select the check boxes next to the categories you want, and then click OK.

    Delivery options

    Make a message unavailable after a specified date

    1. In the message, click Options .
    2. Under Delivery options, select the Expires after check box, and then enter the expiration date you want.

    Delay delivery of the message

    1. In the message, click Options .
    2. Under Delivery options, select the Do not deliver before check box, and then enter the delivery date and time you want.

       To enter a time, you must type in the box.

11. Click Send .
12. When you receive the reviewed copies of the workbook, save each attachment in the same folder with a different name.

    How?

    Use the following steps for Outlook, or follow the steps for your e-mail program:

    1. On the File menu in the message, click Save Attachments.
    2. In the Save in box, click the folder where you're collecting the reviewed copies.
    3. In the File name box, type a new name for the workbook.
    4. Click Save.