Distribute a form in email

If you want to distribute the form immediately and through your default email application, you can complete the distribution process entirely in the Distribute Forms wizard. However, if you want to distribute the form later, or if you want to distribute it through a web-based email account, the process is slightly different.

Distribute the form now

  1. Do one of the following:

    • Choose Forms > Distribute Form.

    • On the Forms toolbar, click the Distribute button .

    • Choose Tools > Forms > Distribute.

    • On the Tasks toolbar, choose Distribute Form on the Forms button  menu.

    Note: In order to distribute a form, it must contain a Submit button. Otherwise, the Distribute commands and Distribute button may not be available.
  2. A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on-screen instructions as needed, to finalize fields, add a Submit button, clear any sample data, and save the form.
  3. In the form Distribution Options dialog box, select Send Now Via Email.
  4. Follow the instructions that appear in the Distribute Form wizard providing all the following information, and clicking Next after each addition:

    • The email address to which the form data will return.

    • A location for the data collection file.

    • Email addresses for all the individuals to whom the form will be sent.

    • Text for the email subject line and message body text, if you want something other than the default text. Or, you can click Select Text File and browse to select a text file that you have created with content for the message body text.

  5. Click Done, and then open the Outbox in your default email application and review the prepared message.

Notice that the recipient addresses are automatically listed in the Bcc box, so that the identities of the addressees are hidden from all recipients.

Prepare the form for later distribution

  1. Do one of the following:

    • Choose Forms > Distribute Form.

    • On the Forms toolbar, click the Distribute button .

    • Choose Tools > Advanced Editing > Distribute.

    • On the Tasks toolbar, choose Distribute Form on the Forms button  menu.

    Note: In order to distribute a form, it must contain a Submit button. Otherwise, the Distribute commands and Distribute button may not be available.
  2. A series of messages might appear, depending on the conditions Acrobat detects in your form. Respond to the on-screen instructions as needed, to finalize fields, add a Submit button, clear any sample data, and save the form.
  3. In the form Distribution Options dialog box, select Save And Send Later.
  4. Follow the instructions that appear in the Distribute Form wizard.

    The wizard saves two versions of the PDF form. The default name given to one is [original file name]_dataset_0001.pdf, which is where returned data will be collected. The other PDF is the one that is attached to email for distribution. Its default name is [original file name]_pub_0001.pdf.

  5. When you are ready to distribute the form, open the email application or web-based email site, create a new message, address it to the people you want to fill in the form, and add Subject line and message text.
    When you send out a form to more than one person, it’s usually a good idea to place all addresses on the Bcc address line so that the identities of the recipients are hidden from all viewers.
  6. Add the [original file name]_pub_0001.pdf as an attachment to the outgoing email message, and click Send.