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Access Expert Level 20

Expert Microsoft Access Tutorial - 1 Hour, 49 Minutes
This Microsoft Access video tutorial picks up where Expert Level 19 left off. In this class we will focus on importing and linking to external data sources, and sending mass email. Topics include:
  - Sending Mass Email from Access
  - Importing Data from Microsoft Excel
  - Linking Live to Excel Spreadsheet Data
  - Importing Text Files
  - Importing Data from HTML Pages
  - Importing and Exporting XML Data
  - Saving XML Schema Data (Table Info)
  - Linking to Outlook Folders
Reading & Editing Inbox & Contacts

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If you would like a preview of what's covered in this class,
click here to watch the first and last lessons of this course (free of charge), or scroll down for more information.


Access Expert Level 20
Description: Access Expert Level 20
Versions: This class was recorded with Microsoft Access 2013. The material is valid for Access 2007 up to 2021. Access has not changed that much over the years.
Pre-Requisites: Access Expert Level 19 strongly recommended
Running Time: 1 Hour, 49 Minutes
Cost: $27.99

Today we will begin by learning how to send Mass Email to our customers using a Microsoft Word Email Merge - similar to the print mail merge we learned about in Access Expert 19. This will use Microsoft Outlook to send a customized and formatted HTML email to any customers we wish. We can include images, clipart, etc. We can then send out this email with just a few clicks. You'll learn how to separate a valid email address from an Access Hyperlink field using the HyperlinkPart function.

mass email with word outlook and access


Next we'll spend the majority of today's class on Importing Data from various different sources. We'll beging with importing from and linking to Microsoft Excel data. We'll see how to use the Saved Imports so we don't have to keep manually repeating the same steps every time we want to import something. We'll learn about the difference between importing data and linking to a data source. We'll create a live link to an Excel spreadsheet so we can view and work with the data in Access just as if that sheet was a table.

link to microsoft excel sheet


Next we'll learn how to import text files. We'll discuss the advanced import specification options. Then, we'll see how to import data from HTML files. This will allow us to take almost any web page that has table data on it and import that directly into our databases.

import html web page table data


In the previous class, we didn't work mych with XML files. In today's class, we'll spend a lot more time with them. We'll discuss what XML is, why it's useful, and when you will need to use it. You'll learn how to export data properly from your database in XML. You'll learn how to create a Schema Data file (XSD) and why that's important. Finally, you'll see how import XML data into your database.

import export xml xsd


Finally, we'll learn how to attach our Access database to Microsoft Outlook Folders. This will allow us to read and edit our Contacts, Inbox, and pretty much everything else by treating those folders as tables in our database.

access attach to outlook folders inbox contacts 


This is the 20th class in the Access Expert series. There is a lot of great material in this class. Knowing how to import data in a variety of other formats will help you acquire information from many sources. Of course, if you have any questions about whether or not this class is for you, please contact me.


Complete Outline - Access Expert Level 20

00. Intro (5:43)

01. Send Bulk Email via Word (29:13)
Query for Customers to Email
Active Customers with Email Addresses
External Data > Export > Word Merge
Create a New Document
Mail Merge Wizard
Use the Current Document
Use an Existing List
Edit Recipient List
Format Document
Insert Pictures
Preview your Email Messages
Complete the Merge
Merge to Email
To, Subject, Mail Format HTML
Check Names Error Message
Outlook Cannot Handle Hyperlink Fields
Separate Email Address from Hyperlink
HyperlinkPart Function
Word: Undefined Function HyperlinkPart
Make Table Query for Email Table
Find Data Source
Step by Step Mail Merge Wizard
Finish & Merge
Email Active Customers Button
Macro: Show All Actions
SetWarnings On/Off
OpenTable Command
RunMenuCommand WordMailMerge
Switch to Email Messages

02. Importing, Linking from Excel (21:27)
Copy and Paste Cells to New Table
Does first row contain column headings
Importing Proper Data Types
External Data > Import & Link > Excel
Import Excel Sheet Data
Import Spreadsheet Wizard
Field Name, Data Type, Indexed, Skip
Let Access add primary key
Save Import Steps
F5 to Refresh Navigation Pane
Saved Imports > Run
Import Errors
Append a copy of the records to the table
Linking to an Excel Spreadsheet
Link to the data by creating linked table
03. Importing Text & HTML (16:18)
Discussion of Different Import Features
Linked Table Manager, Brief Discussion
ODBC Database, Brief Discussion
Sharepoint List, Brief Discussion
Data Services, Brief Discussion
Importing Text Files
Advanced Import Specification
Importing HTML Documents
Importing HTML from a Web Page Table
Saving a Web Page as HTML

04. Exporting & Importing XML (14:43)
What is XML
Why is XML Better than Text or HTML
Exporting a Table in XML Data Only
Exporting Data with Schema XSD File
Exporting XML with Embedded Schema Data

05. Linking to Outlook Folders (11:21)
Link to Outlook Inbox
Read and Display Email in Access
Editing Email in Access
Linking to Outlook Contacts
Displaying Contacts in Access
Editing Contact Info in Access

06. Review (10:38)


Keywords: Importing & Linking Data, Mass Email, microsoft access tutorial, microsoft access tutorial, microsoft access training, access 2007, access 2010, access 2013, bulk email, import from excel, link to excel, import text, import html, import web page, import xml, export xml, link to outlook folders, link to outlook contacts, link to outlook inbox


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