how to email directly from database form

  • Thread starter Thread starter Linda in Iowa
  • Start date Start date
L

Linda in Iowa

I have a membership database and would like to be able to pull up records
that have not been renewed in the past month. I would like to show these
records in form view and email each one a reminder. How do I get just the
records I want to show? Do I need to filter in the form view, or fo a query
first? I want this to be as simple as possible. As far as emailing I have
thought about having a button on the form that will open the email but I
don't want to use any attachments. Just put the message into the mail test.
 
Let me reply to just the email part of your question.
1. Make the table field's type Hyperlink. They can take either straight
URLs, like web addresses, or email addresses.
2. When it's an email, the address must be prefixed with 'mailto:', e.g.,
'mailto:[email protected]' ('com' for 'cam').
3. A Hyperlink field type actually has two sections, though the second is
hidden when looking at the plain table. The first is what's displayed, and
the second is the actual address. The field's real contents look like this:
mailto:[email protected]#mailto:[email protected]#
4. You can check this by looking at the field's contents via the Immediate
Window in the VB Editor. On the form you see:
mailto:[email protected]
From the Immediate Window you see:
? Forms("myform").member_email
mailto:[email protected]#mailto:[email protected]
5. When you click the address on the form, it should then pop-up an email
window, addressed to that recipient. You can then fill in the remaining
portion and click Send.
6. For mass mailings, you can use the SendObject method from VBA code to
include Subject and Message.
 
Thanks for an initial solution. When I change the field from text to
hyperlink it changes it to a web url. I already have a field with data that
I want to do this to. I have tried several options and most times the
hyperlink option is greyed out. I am using Access 2003. How do I get it to
add the mailto: part? Do I need to start a new field that is hyperlinked
before I add the data? A lot of the data is imported from an online
registration service if that makes any difference.
 
If you have Word, you could just set up a mail merge to email. This assumes
your table field containing the email is text, rather than hyperlink.

Don't use your form for this approach. Create a query containing the fields
you want, with criteria that selects out only the people you want. (not
knowing any of your fields or structure, I can't be more specific.)

Then use MS Word. Set up a mail merge using your access query as the data
source. This seems a lot simpler, but does require more manual steps. I
suspect once you get this set up, you will find it very easy to use. In Word,
just turn on the mail merge toolbar (pre-2007) or the appropriate ribbon in
2007, and take the buttons from left to right.
 
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