Email Reports

• If you are using a webmail service (like Gmail or Hotmail or your ISP's webmail service), send an email to your recipient and attach the report.
• (The following instructions include images from Windows. You may see different but similar views on your computer.)

Create, Save and Email a PDF (Portable Document File)

1. Download and install the free PDFCreator from http://www.pdfforge.org/products/pdfcreator. (This program will allow you to save, print and email Reports in PDF format.)
2. Read instructions for PDFCreator configuration.
3. Go to the Desktop and right click anywhere away from icons. Select New then Folder. Enter Customers for a folder name. This will be used later in the following sequence.
4. Prepare a Consignment Agreement or Report in PPSS. (A Pawn Ticket, Report or Consignment Agreement will be presented in 'Print Preview'. Choose one of the print options for Reports to place the Report in Print Preview.)
5. While viewing the Agreement or Report in Print Preview, click the Print Button:

   

6. The Windows Print-Setup Screen will open.
   
   
7. Click the drop-down arrow (yellow arrow) and select PDFCreator for the printer:

   

8. Click OK. Don't click Mail.

   

9. The next screen is an 'input screen' allowing optional entries for Document Properties (Document Title, Creation Date, Modify Date, Author and Keywords and one Email setting (Subject). (Document Properties are only viewable by right-clicking on a PDF file and selecting Properties.)
10. Document Title: During PDFCreator setup, we had the option of entering a default Filename or not. If a Filename was entered in setup, it will appear here as the Document Title. If a Filename was not entered in setup, the Document Title field will be blank. Either way you can enter anything you like in this field. Your entry will become the Document Title and the Filename for the saved document. When searching later for a specific document, it will be easier to find (using Windows Explorer Search) if Document Titles (Filenames) are named with consistency, like lastname-firstname-date as in this example of Johnson-Mary-9-1-2009:

    

11. The Creation Date and Modify Date can be left as is. They are 'date/time stamps' and include the year, the day, the month and the time (last 8 digits).
12. The Author will only appear in the PDF Document Properties. This can be set in PDFCreator setup, typed in or left blank.
13. The Subject is the Email Subject. (We've suggested to the provider of this program to label this field as 'Email Subject' and to add an option in setup to enter a default subject.)
14. Keywords are a way of 'tagging' documents so they may be found in Windows Explorer searches searching by keywords. This option may or may not be of use to you. It can be left blank.
15. Take the check out of 'After saving open...' to prevent viewing each document after it is saved.
16. To save the document without emailing it, click Save. Navigate to the folder (named Customers) on the Desktop and click Save again.
17. To save the document then email it, click eMail. Navigate to the folder (named Customers) on the Desktop and click Save again. Click on To in the email that opened and select the recipient from your Address Book. If a Subject was not entered before enter one now and type a message if you like. Click Send.

When emailing reports, it's a handy time saver to have a text file open that contains repetitive phrases that can be copied and pasted into email messages. Outlook also provides for 'signatures' which will be auto-added at the end of email messages. (In Outlook, click on Tools, Options, Mail Format, Signatures. For help, close the Tools screens and click on Help in Outlook and search for signatures.

These instructions included only a brief overview of the options available in PDFCreator. Please open that program and click on Help to learn more about options.

Email a Saved Report Later

1. On the Desktop double click on the folder named Customers.
2. Find the report to be emailed.
3. Right click on the report and select Send To.
4. Select Mail Recipient.
5. Enter an e-mail address, a subject and a message.
6. Press Send.

Email the Report

If you are using a webmail service (like Gmail or Hotmail or your ISP's webmail service), send an email to your recipient and attach the PPSS Agreement or report.

If you are using an email program (like Outlook), just open an email and attach the file to the email.

Copy/Paste Shortcut Method

This is an informal way of simply transferring information quickly and easily.

Procedure:

Create a report in PPSS.

While viewing the 'Print-Preview Screen', click the Copy to Clipboard icon:

It will appear as though nothing had happened but in the background, Windows copied the Print Preview of the report to the Clipboard.

Open a new email message using your email software program. Enter the recipient's email address, a subject and a message.

Click after the message, Hold the Control Key down and press the letter V to paste the report into the body of the email. Press Send.

This method may or may not work depending upon your email program. As an alternative, it is possible to paste the report in Microsoft Word, save the document and email it.

Troubleshooting

When using an email software program on your computer, all email settings (POP, SMTP, username, password) must be correct. These values can only be obtained from your email provider whether that be Google, MSN or your ISP (Internet Service Provider).

When printing with PPSS, be sure that the printer works with another program. If you elected to print using PPSS and it appears that nothing happened, go to the Control Panel. Click on Printers then click on your printer's listing to see if the printed report appears in the 'print queue'. If it is there, your printer may not be functioning or it may be necessary in PPSS to go to File > Program Setup > Printers and select your printer as the Document Printer.

For support please Email the Help Desk