How to capture emails on shared Word Documents

Add an email gate to your Word document so you know exactly who viewed, when they viewed, and what they cared about. With Send, your doc opens in a clean viewer with AI Chat beside it, so people get instant answers without waiting on you. You keep one stable link, see engagement in real time, and follow up with context that shortens the cycle.

When this is useful

Word files often travel beyond the first recipient. To keep control and get signal, use Send when you want verified identity, timely alerts, and sharper follow‑ups.

• Contracts, proposals, and specs shared externally
• Policy or onboarding docs that circulate beyond your team
• Executive or board updates where timing and context matter
• Any Word doc where you want to know who viewed and what they asked

Step‑by‑step

1. Add your Word document to Send

Start with your .docx file or a hosted share link.

• Open the Send app and click New Document, then upload your Word file. Or paste a share URL if it’s hosted.
• Send loads the doc into a shareable page with AI Chat turned on by default.
• In your share note, mention there’s an AI beside the doc for instant answers.

2. Turn on a viewer gate (require Email; optionally Name and Phone)

Gates verify who is engaging before people see the content.

• Open Link Settings and enable the viewer gate.
• Require Email to identify viewers before the doc loads. Add Name and Phone for richer context if needed.
• Optionally enable “Hide content until submitted” so the doc stays hidden until the form is complete.

3. Add Suggested Questions to steer attention

Suggested Questions guide readers to decisive answers quickly.

• Add 3–5 prompts tied to outcomes you want. Examples: 1) “What does this cost?” 2) “What’s included in the scope?” 3) “When could we start?” 4) “Can you share relevant case studies?”
• These appear at the bottom of the doc and help readers find key answers fast.

4. Share one stable Send link

A single link simplifies distribution and preserves analytics across updates.

• Click Copy link and share it with prospects or teammates.
• Known recipient? Use a personalized link (custom slug) so they can view without a form while you still attribute correctly.
• Broad or unknown audience? Keep the email gate on to capture contact info and intent.

5. Monitor activity and follow up with context

Real‑time signal helps you prioritize and respond precisely.

• You’ll get an email alert on opens. In Activity, see who viewed, location, device, and time on the doc.
• Review the AI Chat log to see the exact questions asked. Use this to tailor your next message or refine the document.
• Turn on webhooks to update CRM or notify Slack automatically on opens or link clicks.

Why this is faster with Send

Typical Word shares become a black box once the file is sent. Send changes that by capturing identity up front, steering readers with Suggested Questions, and answering via AI Chat right beside the doc. You see what mattered, when it happened, and who did it. That means fewer back‑and‑forth emails, better‑timed follow‑ups, and calls that skip repetition and go straight to decisions.

Troubleshooting & tips

Small adjustments can dramatically improve engagement quality.

• Doc won’t load: Confirm required gate fields are completed. If “Hide content until submitted” is on, the doc remains hidden until submission.
• Sensitive content: Disable download and print in Link Settings. Share only with necessary stakeholders.
• Update without breaking links: Use Replace file to update the doc under the same Send URL. Your analytics and link stay intact.
• Low interaction: Add or refine Suggested Questions focusing on pricing, scope, and next steps. These reliably increase chat activity.
• Known recipients: Prefer a personalized link with a custom slug for frictionless viewing and accurate attribution without a form.
• Multi‑stakeholder shares: Keep the gate on. As the link circulates internally, each viewer submits their email so you see the full buying group.

Integrations & automation

Turn engagement into immediate action in your systems of record.

Webhooks:

• Enable webhooks for document open or any link open events.

Send events to Clay, Zapier, or Make to:

• Create or update a contact or account in your CRM.
• Append an activity with viewer identity, timestamp, and device.
• Notify a Slack channel or rep when a target account opens the doc.
• Trigger a sequence or task when a key link is clicked from within the doc.

Privacy and controls

Keep access tight while maintaining a smooth viewer experience.

• Require Email via viewer gate, with optional Name and Phone for deeper qualification.
• Use “Hide content until submitted” to block viewing until required fields are complete.
• Disable download and print for sensitive or paid content.
• For known contacts, use a personalized link to attribute views without a form.
• When revising, use Replace file to keep the same URL and analytics while updating the doc.

FAQ

How does this speed up decisions?

• Send puts AI Chat next to your Word doc so recipients get instant answers while you see who viewed and what they asked. You skip repetitive explainers and move to decisions with clear engagement signals.

Can I require email before viewing?

• Yes. Turn on the viewer gate and require Email. Optionally add Name and Phone, and hide content until submitted.

What analytics do I get?

• You’ll see provided viewer info, location, device, and total time viewed. You can also review AI Chat logs to see the questions asked.

Can I push views into my CRM or Slack?

• Yes. Use webhooks for document open or link open events to update your CRM, send alerts, or trigger workflows in Clay, Zapier, or Make.

Can I update the doc without changing the link?

• Yes. Use Replace file to update the content under the same Send URL, preserving your history and avoiding version chaos.

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Try Send today at Send.co to capture emails on Word documents, steer readers to answers with AI, and follow up with perfect context.