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

Discussion in 'Business Applications' started by computerman29642, Jan 2, 2009.

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  1. computerman29642

    computerman29642 Thread Starter

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    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.
     
  2. gurutech

    gurutech

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    Are you sending to a single person as "[email protected]" 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.
     
  3. OBP

    OBP Trusted Advisor

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    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.
     
  4. computerman29642

    computerman29642 Thread Starter

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    I am using the [email protected] method.
     
  5. computerman29642

    computerman29642 Thread Starter

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    Would a table need to be setup for the distribution group(s)?
     
  6. OBP

    OBP Trusted Advisor

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    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.
     
  7. computerman29642

    computerman29642 Thread Starter

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    I like the idea of selecting a group to send the e-mail.

    How would I go about doiung that?
     
  8. OBP

    OBP Trusted Advisor

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    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.
     
  9. computerman29642

    computerman29642 Thread Starter

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    I have created the two tables, and the query. How would the two new tables work with my existing table (tblContacts)?
     
  10. OBP

    OBP Trusted Advisor

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    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.
     
  11. computerman29642

    computerman29642 Thread Starter

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    I like that option as well.

    Would I keep the GroupID in the Recipient Table, or move that to the contacts Table?
     
  12. OBP

    OBP Trusted Advisor

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    Keep it in the recipients table so that it becomes a Many to Many.
     
  13. computerman29642

    computerman29642 Thread Starter

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    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?
     
  14. OBP

    OBP Trusted Advisor

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    Yes.
     
  15. computerman29642

    computerman29642 Thread Starter

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    I will need to build a query based on all three tables...correct?
     
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