An accounts workbook file can simply be attached to an email.  However this presents some problems:

• Your client needs to have Excel installed

• #NAME will appear throughout the workbook unless your client has the VT Function Library add-in installed and enabled (available as a free download)

• It is hard to print out a set of accounts without VT Final Accounts which your client would need to purchase

• Your client will also see the sheets which do not form part of the printed accounts and may be confused

It is far better to print the workbook to a PDF (portable document format) file and attach that file to an email. To do this you need a PDF file creator. There are a number available for download over the internet. You could try CutePDF Writer or Fine Print pdfFactory. Cute is free. PdfFactory is better because you can send an email without having to save the file to disk first but it costs approximately US$50 (unless you want 'evaluation version' printed at the bottom of each page).

To read a PDF your client will need a copy of Adobe Acrobat Reader.  This can be downloaded free of charge from www.adobe.com/products/acrobat. PDF is a format commonly used on the Internet and so many people will already have Adobe Acrobat Reader installed. To see how good a set of accounts in PDF format looks, visit www.vtsoftware.co.uk/samples.

Both Cute and Fine Print install a virtual printer.  To turn a set of accounts in Excel into a PDF file:

• Change the current printer by choosing the Print command on the File menu of Excel. In the Print dialog select your PDF printer and then choose Cancel (there is no need to actually print anything)

• Click on the Print Accounts button. You will be prompted for a file name

The exact method for attaching a file to an email will depend on the email software you are using.  In Microsoft Outlook a file can simply be dragged from My Computer or Windows Explorer and dropped on the email, or you can choose the File command from the Insert menu of Outlook.