Access 2007-2016
Access 2000-2003
Access Seminars
TechHelp Support
Tips & Tricks
Access Forum
Course Index
Topic Glossary
Insider Circle
 
Home   News   Tips   Glossary   Templates   Forums   Help   Logon   Order   Contact Us  
 
 
 

Access Email Seminar

Learn almost everything about sending and receiving Email in Access
 
 

Microsoft Access Email Seminar

This seminar will teach you just about everything there is to know about sending and receiving email using Microsoft Access - with or without Microsoft Outlook. This seminar is for the intermediate to advanced Access developer. Topics include:

1. Send Email Using Outlook
2. Export Access Reports as PDFs
3. Attach Files to Outgoing Email
4. Disable Outlook Security Warnings
5. Mail Merge Using Access and Word
6. Create Rich Text or HTML Email
7. Include Images in Emails
8. Broadcast Bulk Email Batches
9. Send Email Without Outlook
10. Connect Directly to a Mail Server
11. Create an Email from a Web Page
12. Embed Custom Mail Merge Fields
13. Add a Send Delay to Large Batches
14. Build Regular Email Templates
15. Assign Customers to Mailing Lists
16. Construct a Mail Server Database
17. Acquire Data from Incoming Emails
18. Build Web Form to Collect Survey Data
19. Extract Files from Access Attachments
20. Track Email Deliverability
21. Email to SMS (Text Message) Gateways
22. Extract Attachment from Incoming Mail

 
Watch this video to learn more about what's covered:

 

Click here to watch the first lesson
of the Seminar in our Online Theater:

 

 
Access Email Seminar
Description: Learn just about everything there is to know about sending and receiving Email in Access.
Versions: I will use the 32-bit version of Access 2013, however most of the topics will work fine with any  version of Access. The common dialog box (used to select a file attachment) will not work with 64-bit Access. The lesson on disabling the Outlook security warnings may not work in older versions of Office. Almost everything else works just fine. Watch the intro video (above) for a complete list of version information.
Pre-Requisites: This course stands alone, however it is very strongly recommended that you at least know everything in my Access Beginner series (1-9) and the first three lessons of my Expert series. You will also need an email account and a working installation of Microsoft Outlook to use the lessons involving Outlook. If you wish to use the lessons on collecting data via a web page, you will need Microsoft web hosting. Again watch the intro video (above) for a complete listing of pre-requisites for this course.
Running Time: 10 Hours, 49 Minutes
Cost: $199 - Order multiple courses to receive a discount up to 50% off

 

Goals

There are four major goals for today's class.

  • You will learn how to send email with and without using Microsoft Outlook.

  • You will learn how to send bulk email batches to groups of customers on set mailing lists using plain text, rich text, or HTML formatted emails.

  • You will build a separate email server database whose job is to handle the processing of email for all of the users on your network.

  • You will learn how to extract data (including attachments) from incoming emails using Outlook, parse the data into your Access tables, and save attachments to your hard drive.


 

Sample Database

You can download the database that is built in this class so you can test it and make sure it's right for your needs. Click here to download (Access 2013 format).

Important note: in the preview database, only the forms that send email via Outlook will work. The SMTP (non-Outlook) code will NOT work because you need to edit the source code and specify your mail server settings, username, and password. These features are only available in the FULL database (which you get a copy of when you buy the seminar).

 

Here's What You'll Learn

You will start by learning how to send email from Access using Outlook by sending reports from your database directly to a single email.

send email with access and outlook 

You will learn about the SendObject and EmailDatabaseObject macro and VBA commands. We'll talk about the Outlook Security Warning and what it means.

sendobject emaildatabaseobject 

You will learn how to create nice, formatted emails using Microsoft Word. We will use our Access data in a Word Mail Merge to send multiple emails using Outlook. You will learn about inserting pictures, hyperlinks, and more.

access word mail merge

Next we'll build our own email form and send text email direct to Outlook without having to use a database report. You'll learn about the Outlook Application Library and how to add a reference to it in your VBA editor.

automating outlook

You'll learn how to send formatted, rich text and HTML messages direct to Outlook. We'll see how to upload images to a public folder on the Web so that your recipients don't have to download them in their email.

rich text html emails

Next we'll create a separate form for sending HTML formatted emails. The concept is to create an HTML email in a web editor (or even Word, saved as HTML). Then we just copy and paste the HTML code directly into our email database and click send.

html formatted emails

You will next learn how to send attachments as part of your emails via Outlook. We'll create ZIP files, check if a file exists, use the Common Dialog DLL to click on a "select file" button and browse for the files to attach.

sending attachments via outlook and access

Next we will see how to automatically export an Access report as a PDF file using VB code. We'll save these PDF files to a folder on your hard drive, and then use them as attachments in outgoing emails. Great for sending customer statements or invoices.

export report as pdf attachment

Now we'll start learning how to send bulk email using Outlook. We'll create a customer list form, select specific customers to mail to, generate a loop to cycle through each of the customers, and send email to the selected customers. I will also show you how to disable the Outlook Security Warning so you're not prompted each time you send an email. We'll send balance statements to all customers with a balance on their account over zero dollars.

sending bulk email with access and outlook

Next we'll begin a series of lessons on sending email without using Outlook. We will learn how to connect directly to an SMTP mail server. You will still need an email account with an Internet provider, but this will allow you to send directly to their mail server using Access directly, without needing an intermediate program like Outlook between you. We'll learn about the Collaborative Data Object (CDO) programming library.

send email without outlook

We will build a more robust form for sending email. You'll be able to select the format (plain, rich text, HTML), specify CC and BCC recipients, and more.

sending email without outlook

Next we will learn how to connect to Gmail to send mail using SSL (Secure Sockets Layer). We'll also learn how to send "friendly" names on our emails. You will learn how to send email attachments using this method. You will also lean how to handle errors during the transmission of the email to the server.

send email from access to gmail

You will learn how to create an email based on a web page or HTML document. If you know a little bit about web editing, you'll be able to set up a web page, format it as an email (newsletter, for example) and then with a few lines of code send that out as an email, automatically.

send web page as email createhtmlbody

Next we'll learn how to use Recordsets to loop through the records of our database in VBA code. This will allow us to more easily send large batches of bulk email. We'll create our own Merge Codes in our emails so you can customize them with phrases like "Dear *FIRSTNAME*" turning into "Dear Joe" when the email goes out.

custom merge fields in emails

We'll monitor our email statistics, so when you're sending a large batch you can see how many emails there are total, how many are left, and what the percentage of completion is.

email statistics

If you're sending a large volume of emails, you may want to space them out so you don't bog your mail server down. Some ISPs also will complain if you send a ton of emails at once. I'll show you how to program a countdown timer with a delay so you can space your emails out. This will also prevent a flood of traffic on your web server if everyone responds to your email at once.

countdown timer with delay

You'll probably have certain emails that you'll send on a regular basis, such as monthly newsletters, weekly balance reports, and so on. Instead of having to re-invent the wheel every time, we'll make a table/form to save our Email Templates. That way you just pick the template, select the customers, customize it a bit if you want, and then click SEND.

email templates

You'll also probably want to put customers into different mailing lists, such as your company newsletter, monthly specials, or in my case a group for my Excel students, another for my Access students, and so on. We'll set up a category system where each customer can be in one or more categories. Now all you have to do is pick the Template, pick the Category, and all of those customers get their emails, automatically.

mailing list category management

Sending a large batch of email can take a long time. If you have 20,000 emails to send out, that can busy your system up for a few hours. It would be nice to queue up the emails and have another database send them out, right? This can even be a database sitting on another computer somewhere on your network... one that everyone on the network can use. In this lesson I'll show you how to set that up. To be clear, this "database server" will collect the emails from users and send them up to your Email account. You will still need an ISP and an email address. This database just handles all of the email transmission processing so you don't bog down your workstation PC.

 database email server

Next we will learn how to read incoming emails and extract the data from them. We'll see how to loop through the emails in our Outlook inbox, collect the data from them, store that data in our Access tables, and put the data in the right fields. We'll see how to send out a User Survey via email and process the data when the users return the email with information filled in.

read incoming email from outlook

If you have your own web site with Microsoft (Windows) hosting, this lesson will allow you to set up a form on your web site using HTML and ASP (Active Server Pages) to collect user data. When they submit the data it will come to you via email and you can use the techniques from the previous lesson to read and parse the data.

get user data from web site

Many people use the Attachment field type in Access databases to store files. I will show you how to extract those files to your hard drive using VBA code so that you can then use them as email attachments.

extract attachment fields

We will also discuss tracking email deliverability with delivery status notifications and read receipts. We'll talk about sending email as text messages using an SMS gateway, and we'll see how to extract attachments from incoming emails and save them to a file folder.

As you can see, if you want to be able to send and receive emails using Access, this is the perfect seminar for you. You will learn everything mentioned above. You will have access to the full database that we build in class with all of these features. If you have any question whether this seminar is right for you, please feel free to contact me.

 

Access Email Seminar Outline

00. Intro (19:51)

01. Sending Email Manually (16:35)
Create Customer Database
Customer Table
Customer Balance Report
Email Button
Send Object As Dialog
Brief Discussion of Output Formats
Export as PDF
Send and Receive in Outlook
Command Button Wizard
Build Event
Embedded Macros
OpenReport Macro Command
Where Condition
CustomerID=Forms!CustomerF!CustomerID
VBA Code Editor
Docmd.OpenReport acViewPreview

02. EmailDatabaseObject SendObject (17:49)
Mail Report in Command Button Wizard
EmailDatabaseObject Macro Command
Specify Output Format PDF
Send to Static Email Address
Send to Current Customer
To, Cc, Bcc Fields
Subject Line
Message Text
Edit Message
Unsafe Actions
Access Security Warnings
Access VBA SendObject Command
Adding FirstName to Custom Message Text
Limitations of SendObject Method

03. Email Merge to Word (16:14)
Pros and Cons
External Data, Word Merge
Send Company Newsletter
Microsoft Word Mail Merge Wizard
Use Current Document
Use an Existing List
Edit Recipient List
Edit Document - Compose Email
Add Formatted Text
Insert Hyperlinks
Insert Pictures
Layout Email with Tables
Complete the Merge
Merge to E-mail
Embedded Images

04. Automating Outlook Email 1 (22:54)
Create Send Email Form
VBA Primer with MsgBox
Adding a Reference to Outlook
Microsoft Outlook 15.0 Object Library
Outlook.Application
Outlook.MailItem
CreateObject, CreateItem
To, Subject, Body Properties
Displaying the Message
Sending the Message Immediately
Outlook Security Warning
Send to Multiple TO Recipients
Add a CC and BCC
Stop Code Execution
Invalid Use of Null
Checking for Required Values
If Not IsNull

05. Automating Outlook Email 2 (27:09)
Sending Formatted Emails
Plain Text vs Rich Text
HTML Codes in Text
Using Word for Exporting HTML
Web Page HTM HTML
HTML Filtered
Putting Images Files to the Web
Upload to Google Drive
Change URL in HTML for Image
Switch from Plain to Rich Text
Send to Outlook

06. Automating Outlook Email 3 (15:44)
Create Separate Email Form for HTML
Send Email Button on Customer Form
OpenForm Command
Set Forms!EmailF!MsgTo to EmailAddress
Send Balance Report via Automation
Creating Your Own Subroutine
Switching Plain v Rich Text in VBA
Enter Key Behavior for New Lines

07. Attachments in Outlook Email (26:21)
Sending a Static Attachment
Create an Attachments Folder
Attaching Multiple Files
Creating a ZIP file
On Error Resume Next
On Error Goto 0
Check to see if File Exists
DIR Function
Add Button to Select a File
Common Dialog DLL
Create a Global Module
SelectFile Function
Attach File Button
Two Attach File Buttons

08. Create PDF Access Attachments (14:48)
Code Definition
Export Report as a PDF File
Docmd.OutputTo
acFormatPDF
Format Function with Dates
Keep History of Sent Reports
Importance High, Normal, Low

09. Mass Email Using Outlook (29:06)
Create Customer List Form
Continuous Forms
Don't Send Report to Everyone
SendReport Field y/n
Docmd.GotoControl
Loop Through All Customers
While Loop, Wend
Docmd.GotoRecord acNext
OpenForm to Specific Record
Run a Subroutine on Another Form
Public Subroutines
Preview Checkbox (Display or send)
Disable Outlook Security Warning
WARNING: Watch For Spam Bots
Trust Center
Programmatic Access
Run As Administrator

10. Send Email Without Outlook 1 (20:05)
What is an SMTP Server
Simple Mail Transport Protocol
SMTP Server Port
Double Click Event
Open Current Customer from List
CreateObject CDO.Message
Collaborative Data Objects
SendUsing
SMTPServer
SMTPServerPort
SendUsername
SendPassword
SMTPAuthenticate
Hide my Username and Password
Global Variables & Constants
Global Const
Global Modules
Renaming Buttons & Moving Code
Caption Property

11. Send Email Without Outlook 2 (21:26)
Clean up Code
Shorten Schema Line
Set Email Variables to Form Field Values
Check for Valid Data
Run-time Error from SMTP Server
Sending Rich Text
Sending HTML Mail
Create Listbox for Mail Format Options
Change Colors with the RGB Function

12. Send Email Without Outlook 3 (20:54)
Sending Attachments
Using Gmail to Send Email
Email Port 465
SSL Secure Sockets Layer
Displaying Real Names in Email Fields
String Concatenation
Trim() Function

13. Send Email Without Outlook 4 (8:51)
SMTPConnectionTimeout
Error Handling
On Error Resume Next
On Error Goto 0
Err.Number
Err.Description
Err.Clear

14. Email from HTML or Web Page (10:37)
Create a Newsletter in Microsoft Word
Access Learning Zone Newsletter
Save as HTML Filtered
CreateMHTMLBody
Sending a Local HTML File
Sending Email by Importing a Web Page

15. Bulk Customized Email 1 (13:25)
Create BulkEmailF
Recordset Loops
Loop Through Customers
CurrentDB
OpenRecordset
dbOpenSnapshot
While Loop
EOF
MoveNext
Customize TO, Subject, Body Fields

16. Bulk Customized Email 2 (12:09)
Variable Substitution
Merge Fields
Replace Function
Nz Function

17. Bulk Customized Email 3 (15:40)
Email Batch Statistics
Current Email Counter
DCount Total Number of Emails
Percent Completed
Create a Status Box
Status Subroutine
Docmd.Beep
DoError Error Box

18. Bulk Customized Email 4 (19:28)
Email Countdown Timer
Send Delay
OnTimer Event
DoEvents
Abort Checkbox
Pause Checkbox
Flash if Paused

19. Bulk Customized Email 5 (36:23)
Select an Email Template
Template Table and Form
OnCurrent Event
Show Allowed Merge Codes
Tab Order
Auto Order
Tab Stop Property
Docmd.GotoControl
SetFocus
Custom From Address for Each Template
RecordSource Field vs Property
SQL SELECT Statement
Dirty Records
Me.Refresh

20. Bulk Customized Email 6 (22:59)
MoveFirst, MoveLast
RecordCount Recordset Property
"Sending..." Indicator on Communicate
HTML Editor
Microsoft Expression Web
FTP with Windows Explorer
Import HTML Text into Body Field
Read Text File
CreateObject
Scripting.FileSystemObject
OpenTextFile
ReadAll

21. Mailing List Management (39:43)
Yes/No Field to Send or Not
Mailing List Table
Customer X Mailing List Junction Table
Many to Many Relationships
Customer X Mailing List Subform
Continuous Forms
Combo Box for Selecting Mailing Lists
Mailing List Query with Customer Data
MailingListWithCustomerQ
MsgBox with VbYesNoCancel Buttons
Get Input from MsgBox
Count Total Emails on Mail Form Open
Set Mailing List Name Automatically
Set Recordsource SQL Automatically
Set Background Color Green on Change

22. Your Own External Mail Server 1 (24:15)
Send Using Your Own Dedicated Mail Form
Copy Email Send Form
Check For Missing Email Addresses
Recordset for Adding Emails to Server
dbOpenDynaset
Add Emails to Outbox Table

23. Your Own External Mail Server 2 (27:43)
Removing Code we Don't Need
Start/Stop Server Button
Message Status and Status Text
Outbox, Sent, Fail Counts
RS.Edit to Edit a Recordset Record
Read Status of Email Send
Set Value in Table

24. Your Own External Mail Server 3 (24:49)
Enhanced Countdown Timer
Separate Email Server Database
Delete Email Table from Customer Database
Attach to Mail Server Table

25. Reading Email From Outlook (35:23)
Read Email Form
Outlook Object Library Reference
Minimum VBA Code Needed to Read Emails
Outlook.Application
Outlook.NameSpace
Outlook.MAPIFolder
Outlook.MailItem
GetNamespace
GetDefaultFolder olFolderInbox
For Each Item in Inbox
Save Messages to Table in Access
Subject, Sender, SenderEmailAddress
Body, HTMLBody, BodyFormat
olFormatHTML, olFormatPlain
olFormatRichText
Delete a MailItem
Inbox Items.Count
Mark Read, UnRead
Move Emails from Inbox to Completed Folder

26. Collecting Data Via Email (42:01)
Creating a Survey Email
Replying to the Email
Pulling in the Data
Responses from Gmail and Outlook
Reading and Writing Text Files
Open TextFile For Output
Open TextFile For Input
FreeFile
Line Input FF
InStr, Len Functions
Right, Left, Len Functions
ByVal vs ByRef Variable Parameters

27. Collecting Data Via Web Page (21:49)
You will need Windows Hosting for this example
Create an Online Form
HTML Form and Input Tags
Create a Submit page
ASP <% %> Tags
Request Command
Response.Write Command
Response.Redirect Command
DELETE SQL Statement

28. Extracting from Attachment Field (9:02)
Saving Files in an Access Attachment Field
Attachment Field Recordset
myAttach.Value
SaveToFile

29. Miscellaneous (11:28)
Tracking Email Delivery
Read Receipts return-receipt-to
Delivery Status Notification (DSN)
disposition-notification-to
Sending Text Messages from Access Email
Email to SMS Gateways
Extracting Attachments from Incoming Email
Outlook Mail Attachments
Attachments.Count
SaveAsFile Command

30. Review (4:30)

 


 

 

You may want to read these articles from the 599CD News:

 

Learn
 
Accessindex
Excelindex
Wordindex
Windowsindex
PowerPointindex
Photoshopindex
Visual Basicindex
ASPindex
Seminars
More...
Customers
 
Account Login
Online Theater
Downloads
Lost Password
Free Upgrades
Insider Circle
Student Databases
Change Email
Info
 
Latest News
New Releases
User Forums
Topic Glossary
Tips & Tricks
Articles
Search Our Site
Waiting List
Production Schedule
Collapse Menus
Help
 
Live Chat
Customer Support
WalkThru Tutorials
Troubleshooting
FAQs
TechHelp
Consulting Services
About Us
 
Background
Testimonials
Jobs
Affiliate Program
Richard Rost
Free Lessons
Mailing List
Order
 
Video Tutorials
Handbooks
MYOLP Memberships
Idiot's Guide to Excel
Volume Discounts
Payment Info
Shipping
Terms of Sale
Gift CDs
Contact
 
Live Chat
General Info
Support Policy
Contact Form
Email Us
Mailing Address
Phone Number
Fax Number
Course Survey
Facebook    Twitter

Google Plus    LinkedIn

Blog RSS Feed    YouTube Channel
Richard Rost Microsoft MVP