E-mail, in general, involves only plain (ASCII) text, while Word documents can contain lots of formatting. There is no way to entirely preserve the formatting of a Word document when copied into the body of an e-mail. There are several options, however, depending on your goals.
Steps
to follow:
1
Attach
your Word document to the e-mail as an attachment, rather than in the body of
the email. However, some people who will
receive the e-mail may not own a copy of Word and thus cannot easily read the
document. Also, due to differences between users' machines, some documents may
appear slightly different.
2
Save
your document as an RTF (Rich Text Format) file from Word, and then attach that
document to the e-mail. WordPad,
a piece of software that comes for free with Windows, and almost all Word
processors, can read RTF files. RTF files preserve most, but not all, of the
formatting in Word documents.
3
If
you own the full version of Adobe Acrobat, or another way to make a PDF file,
you can export your Word document to a PDF file, and then attach the PDF file
instead. The Adobe Acrobat Reader software
is free, and most users will already have it installed on their machine. A PDF
file will look exactly like the Word file, but cannot be easily edited.
4
Many
e-mail clients allow you to put some formatting into e-mail. Variously called "rich text" or "html
mail", this feature is accessible in different ways depending on your
e-mail client. It actually sends e-mail as HTML (like a webpage) which is
slightly more protective than the RTF format described above. It is often more suitable
to have the text in the body of the e-mail, rather than as an attachment, but
not all people receiving e-mail are able to receive HTML mail.
5
Copy and Paste
your Word document directly into your e-mail client as plain text, but take
some precautions first. Use as
little formatting as possible. Change "smart quotes."
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