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Sending a PDF attachment by email

est. 45 min

 💡 After this training:

  • The learner knows how to send a file as an email attachment. 

  • The learner is able to convert a file into PDF format.

👀 How to coordinate this training:



1. Go through various ways

If needed, explain what a PDF file is and when this format can be used and is good to use.

 

2. Exercise

Option 1: Convert a Word processing file like Microsoft Word or Google Docs to PDF and attach it to an email message.

Option 2: Scan a document with the phone and turn it into a PDF.

  1. Scan documents with your phone. Let's try it together: Google Drive application, Microsoft Lens application, iPhone's Notes application..

  2. Save the documents on your phone.

3. Exercise continues

Send an email to the trainer with an attachment. Make sure the document doesn't include any sensitive or personal information.


Materials needed:

Mobile phone 📲

Computer 💻



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✨ Digital skills training about creating and sending PDF files


video language 🇬🇧


video language 🇬🇧


Link 🇫🇮 Näin skannaat kuitit ja tärkeät paperit talteen puhelimella (Yle DigiTreenit)



Demonstration Tips

Option 1: Convert a Word File (Word/Google Docs) to PDF & Email

Demonstration Steps:

  1. Open the document in Microsoft Word or Google Docs.

    • Show them the menu bar.


  2. Select “Save as PDF” (Word: File → Save As → PDF; Google Docs: File → Download → PDF).

    • Demonstrate clicking and saving the file.


  3. Locate the saved PDF on your computer or Google Drive.

    • Point out the .pdf file extension.


  4. Open email (e.g., Gmail, Outlook).

    • Start a new message


  5. Click “Attach file” (paperclip icon).

    • Select the PDF you just saved.


  6. Send the email with the PDF attached.


Trainer Tip: Send it to yourself first and show participants how it appears in your inbox.


Option 2: Scan a document with a phone

Preparation: Have a simple one-page document ready (e.g., flyer, form, or handwritten note).


Demonstration Apps:

  • Google Drive (Android/iPhone)

  • Microsoft Lens (Android/iPhone)

  • Notes app (iPhone)


Demonstration Steps:

  1. Open the app (show participants where to find it on the phone).

    • Example: In Google Drive, tap the “+” button → Scan.


  2. Point the camera at the paper and take a picture.

    • Show how the app automatically crops and adjusts the image.


  3. Save as PDF in the app.

    • Google Drive: Saves directly to your Drive.

    • Microsoft Lens: Choose “PDF” and save.

    • iPhone Notes: Tap “Save” → Share → Save to Files as PDF.


  4. Locate the PDF file on your phone.

    • Demonstrate where it’s stored (Drive, Files app, etc.).


  5. Optional: Show how to attach it to an email or WhatsApp message.


Trainer tip: Let participants practice scanning their own paper during the session.

Save & share

  1. Save the document on the phone (in Files app, Drive, or OneDrive).

    • Explain why it’s important to remember where it’s saved.


  2. Show sharing options: Email, WhatsApp, Google Drive link.

    • Demonstrate pressing “Share” → choosing an app.


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