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Access Database - Send E-mail To Group/Distribution List


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02-Jan-2009, 02:43 PM #1
Question Access Database - Send E-mail To Group/Distribution List
Is there a way to have an Access database insert a distribution list of e-mails in the "To" field of Outlook?

I have a database where I am able to do this with a single user, but at times I would like to send it to more than one person.
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02-Jan-2009, 11:03 PM #2
Are you sending to a single person as "username@domain.com" or as "Firstname Lastname" ?

If you are using Firstname Lastname, then just replace that text with the name of the DL, and let Outlook look up the name in the GAL.
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03-Jan-2009, 07:29 AM #3
If you are using the first technique that gurutech mentioned, then it is quite easy to use a Recordset to just add the selected recipients to the "To" string.
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05-Jan-2009, 08:57 AM #4
Quote:
Originally Posted by gurutech View Post
Are you sending to a single person as "username@domain.com" or as "Firstname Lastname" ?

If you are using Firstname Lastname, then just replace that text with the name of the DL, and let Outlook look up the name in the GAL.
I am using the username@domain.com method.
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05-Jan-2009, 08:58 AM #5
Quote:
Originally Posted by OBP View Post
If you are using the first technique that gurutech mentioned, then it is quite easy to use a Recordset to just add the selected recipients to the "To" string.
Would a table need to be setup for the distribution group(s)?
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05-Jan-2009, 10:05 AM #6
I would add an "email" check box field to your current table (if you have one) then a Form to tick them for selecting who you want to sedn it to.
Or you could set up a "Groups" Table where you have group names, like "relations" & "friends" which you can then have a rletaed table with the names of the email recipients in. You would then just select a Group to send the email to.
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05-Jan-2009, 10:31 AM #7
Quote:
Originally Posted by OBP View Post
I would add an "email" check box field to your current table (if you have one) then a Form to tick them for selecting who you want to sedn it to.
Or you could set up a "Groups" Table where you have group names, like "relations" & "friends" which you can then have a rletaed table with the names of the email recipients in. You would then just select a Group to send the email to.
I like the idea of selecting a group to send the e-mail.

How would I go about doiung that?
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05-Jan-2009, 10:53 AM #8
Create a Table of Groups, with GroupID (Autonumber) and Group Name Fields, you could have a Group Description field as well if you like.
You then need a Recipients Table with a RecipientID, Recipient name and GroupID (Number type long) fields.
Link the 2 tables via the GroupID fields.
Have a query with the 2 tables to list all the recipients for a Group.
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05-Jan-2009, 12:02 PM #9
Quote:
Originally Posted by OBP View Post
Create a Table of Groups, with GroupID (Autonumber) and Group Name Fields, you could have a Group Description field as well if you like.
You then need a Recipients Table with a RecipientID, Recipient name and GroupID (Number type long) fields.
Link the 2 tables via the GroupID fields.
Have a query with the 2 tables to list all the recipients for a Group.
I have created the two tables, and the query. How would the two new tables work with my existing table (tblContacts)?
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05-Jan-2009, 01:37 PM #10
Well if your Contacts Table contains the email addresses you could use that instead of the Recipients table by adding the GroupID to it.
Or instead of the Recipients table containing the Contact's Name it could just contain their ID. In that way you could use it as a Many to Many table with Contacts in more than one Group, which sounds like a good option to me.
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05-Jan-2009, 01:55 PM #11
Quote:
Or instead of the Recipients table containing the Contact's Name it could just contain their ID. In that way you could use it as a Many to Many table with Contacts in more than one Group, which sounds like a good option to me.
I like that option as well.

Would I keep the GroupID in the Recipient Table, or move that to the contacts Table?
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05-Jan-2009, 02:02 PM #12
Keep it in the recipients table so that it becomes a Many to Many.
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05-Jan-2009, 02:07 PM #13
Here is the structure of my three tables

Contacts
ID - Autonumber
First Name
Last Name
E-Mail
etc.

Recipient
RecipientID - AutoNumber
GroupID - Long Integer

Group
GroupID - AutoNumber
GroupName

Would I need to add the ID field from the Contacts Table to the Recipient Table?
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05-Jan-2009, 02:22 PM #14
Yes.
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05-Jan-2009, 02:27 PM #15
I will need to build a query based on all three tables...correct?
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