There are four standard output formats provided by Microsoft for e-mailing correspondence and reports. In addition to these standard output formats, correspondence can also be output as a PDF file if you are using Summit Event Manager - Pro v.9.23 or higher and have the optional PDF E-mail Overlay installed (with a PDF creation program called Win2PDF)

To enable you to determine which output format is best for you to use, the strengths and weaknesses of each format are covered below.

Text
Easily viewable by users on either PCs or Macs using a variety of applications such as notepad but has poor formatting capabilities. Any graphics such as lines, rectangles or pictures in the original document are not displayed.

RTF (Rich Text Format)
Easily viewable by users on either PCs or Macs in Microsoft Word but has poor formatting capabilities. Any graphics in the original document are not displayed. Can leave large areas of white space embedded in the document.

HTML
Easily viewable by users on either PCs or Macs using Internet Explorer or other Internet browsers but has poor formatting capabilities. Any graphics in the original document are not displayed.

Important: HTML is not suitable for correspondence that exceeds one page in length as multiple files are created by the conversion process (one file for each page), but only the first file (page 1) is e-mailed.

Snapshot
Snapshot is Microsoft's equivalent of Adobe Acrobat and is a feature of Microsoft Office 2000 or higher. Snapshot documents have all the colours, lines, rectangles, images and exact two-dimensional layout of the original document however the Snapshot Viewer is required to view the document and not all recipients will have this installed. While the Snapshot Viewer is available from the Microsoft Office CD or as a free download, it is not as widely recognised as the Adobe Acrobat Reader. Also, Snapshot documents can not be viewed on a Macintosh computer unless it has Windows emulation software such as Virtual PC loaded.

PDF Format
PDF documents have all the colours, graphics and exact two-dimensional layout of the original document and the Adobe Acrobat Reader software is widely recognised and distributed.

Defining Desired Format in Summit
Open Summit Event Manager - Pro

1. Open the Setup menu
2. Go to Event Options
3. On the General Settings tabs change the 'Format for E-Mailed Correspondence' option

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