Creating an Microsoft Outlook e-mail message from Microsoft Access that includes a form asking for specific database items

If you are using Outlook 2007 or Outlook 2010 and Microsoft Access 2007 or Access 2010 you can create an e-mail message from Access that incorporates a form asking the recipient for specific items required for the database. When the relevant information is sent to you it can then be appended to the database or used to update existing records.

To collect Access data by e-mail:

In the Navigation Pane, select the table for which you want to collect data by e-mail.

Click the External Data tab, then in the Collect Data group, click Create E-mail. The Collect data through e-mail wizard will be displayed.

Click Next. Select either Microsoft Office InfoPath or HTML form. (If you do not have InfoPath installed on your computer, that option will be disabled.)

Click Next. Select either Collect new information only to collect data to be appended to the existing table or Update existing information to make changes to the data in the existing table.

Click Next. Select the fields to be included in the form.

Click Next. Check Automatically process replies and add data to the table. This means that data will automatically be added to the existing database table when e-mails containing data are received.

Click Next. Decide whether you are going to Enter the e-mail addresses in Microsoft Office Outlook or Use the e-mail addresses stored in a field in the database.

Click Next. Enter a suitable subject line and body text for the e-mail message you are going to send.

Click Next. Click Create. You will then see the e-mail message.

Type in the recipient names and press Send.

Find more details of our Microsoft Access training courses in Sydney, Australia.

Find details of our Microsoft Outlook training courses in Sydney, Australia.

Find details of our Microsoft Access training courses in London, UK.

Find details of our Microsoft Outlook training courses in London, UK.

About jdonbavand

I am a trainer of Microsoft Office, Microsoft Project and Crystal Reports. I have called my blog "If Only I'd Known That...." because I hear it so many times in training sessions. In fact, if only I had a £100 (or 150 Aussie dollars)for every time someone says "If only I'd known that." ....
This entry was posted in Microsoft Access 2007, Microsoft Access 2010, Microsoft Outlook and tagged , . Bookmark the permalink.

One Response to Creating an Microsoft Outlook e-mail message from Microsoft Access that includes a form asking for specific database items

  1. Luke Chung says:

    One of the challenges of using Outlook is that there are security limitation preventing one from using another person’s email address (for instance, a billing email should go out from the Accounting email address rather than the current user’s). More importantly with a database application like Microsoft Access is to send a large batch of emails at once. Outlook and MAPI security can require a confirmation of each email which is a nightmare. One may also want to generate reports from Access filtered to each recipient and attach them.

    Our commercial product, Total Access Emailer, is a Microsoft Access add-in that handles these issues using SMTP and a Wizard interface: http://www.fmsinc.com/MicrosoftAccess/Email.asp
    it also includes a VBA interface to automate email blasts within an application.

Leave a Reply

Fill in your details below or click an icon to log in:

WordPress.com Logo

You are commenting using your WordPress.com account. Log Out / Change )

Twitter picture

You are commenting using your Twitter account. Log Out / Change )

Facebook photo

You are commenting using your Facebook account. Log Out / Change )

Google+ photo

You are commenting using your Google+ account. Log Out / Change )

Connecting to %s