[mso] Re: E-mail merge using Access and Word
- From: "Peter Chiavaro" <kp@xxxxxxxx>
- To: <mso@xxxxxxxxxxxxx>
- Date: Mon, 31 May 2004 22:15:23 -0400
Humm..
Ok, I think I understand what you need.
First of all, let me introduce myself. I am what they call a "drag and =
drop" dummy. This means I don't write any code. The code is really where =
all the BIG power lies. On the other hand, I can hang with the best of =
them when it comes to the drag n drop part. The queries, macros, and =
reports are very powerful also, and you'll have to start from there.
You have one record for each student, and (at the moment) 2 Email =
address fields. [eamail1] and [email2].
I'm not sure if you realize, but if the "foundation" of your database is =
not proper from the beginning, you'll have a heck of a time to fix it =
later. In your main table (student), you should only have things that =
the student has ONLY ONE of. For example, a student can have only ONE =
first name, ONE last name, ONE father's name, ONE mother's name; etc, =
and most important of all, ONE student ID.
It sounds silly, but you can also have only ONE... [email1], and only =
ONE.. [email2]. So far, it sounds like you're doin' pretty good with =
what you have. If you needed to get into "related" records, then it =
might get a tad tricky.
Next you have to gather the information just the way you want it. You do =
this with a query. I don't know how far along you are with Access, so if =
I'm being too far a head let me know and I'll kick it down a notch.
Since I have the bulk mailer thingy, I don't use MS Word to compose the =
Email, but I'm sure it's a table or query that MS Word looks at for it's =
mail merge data.
Once you've got your data collected properly it should be very easy =
after that. I can't remember exactly, but I think there is no need to =
call Outlook. I think that once you go into mail merge mode using Word, =
you'll get a send button. To tell you the truth, I can't remember how it =
goes. What I DO know is that what ever method you use to compose and =
send your message, your data must first be collected in a container in =
Access, and with THAT.. I CAN help you.
I am not sure that one long text string delimited with colons or =
semicolons is what you need. If this is absolutely what you need, then =
Access can handle that too. I think you need a table or query with the =
correct info gathered within. Maybe Eudora uses that, but Bill Gates =
doesn't... hahaha. HEY.. .you're BIG TIME now... MS Office,, remember... =
ahahaha
[eamil1] and [email2] fields can only produce a 2 column list. If you'll =
need all the addresses in one column (in one table), the best way is to =
design a "Make Table" query of [email1]. Run the query so it makes a new =
table. Next design an "Append Query" to append [Email2] to the now =
existing table of [email1]. That will bring you a single column of all =
the addresses. Once you have that table, your all set to go with =
whatever method you choose.
Now,, you did mention you want to narrow down to just to just the =
addresses for 6th 7th and 8th graders. You'll be able to do that in the =
query(ies) as well. Just pull the grade field down into the grid below =
and set the criteria. I'm not sure what you're using for data type in =
the grade field. It should be a number field and set to "byte". If this =
is so, your criteria for "grade" would be:
Between 6 And 8
Also, I'm not sure if you'll need a few different scenarios like for =
some of the students you'll need just [email1] and others you might need =
both [email1] AND [Email2], or JUST [email2]. If so, you might need a =
new field(s) in your student table. It can be a simple yes/no field to =
help you gather the exact Email addresses you want for ANY scenario.
[includeEmal1] yes or no
[IncludeEmail2] yes or no
Get the idea?
Yes, it certainly very easy to delete records without warning. This =
tells me you are dealing with raw tables.. no forms. If you present the =
data through the forms, you can make the whole thing almost BLONDE =
proof. The user can't do anything unless you let them. When you use the =
forms you can force the user to input only uniformed data and NEVER run =
into any problems with deleting chunks of data. The Forms are very =
powerful. (Cheez,,, I hope you're not a blonde) hahaha.
Hey...I used to use Eudora too. I loved it. When I switched to Outlook, =
I didn't like it at first either. I had to force myself to like it.
I was told by a computer genius..
"Use ONLY Microsoft products on your computer". The less non-Microsoft =
programs you install / run on your machine, the better off you'll be.
I keep my computer running 24/7. Sometimes I don't have to re-boot for =
months at a time... hahaha.
OH,,, the bulk mailer thingy...
Well, the same genius wrote that program for me personally. All the =
programming is done in code. It all looks like a cross between Chinese =
and Greek.
I think I'd be able to trust you with it, but I'm not sure if my log-in =
to my provider is hard coded in the module he wrote. If this is the =
case, then I'd not be able to fix it and it'd be useless to you.
If, by chance we could get a "code person" on here to take a look at it, =
and maybe clean it up a little, I'd be willing to share it with you. I'm =
sure this is EXACTLY what you need. It runs like a raped ape, and all =
within MS Access. No Word, no Outlook, no nothing. Compose the message, =
click send and POOF... 800 Email addresses,,, no problem. It can do mail =
merge on all fields in your table as well.
Maybe I'll post another message on this list and look for someone who =
can clean it up a little, then you could have it if you promise not to =
share it any further. I'd hate for spammers to get hold of it.
It's funny but it took me an hour to write this Email. If I were there I =
could have done all this stuff in less than 10 minutes.... hahaha. I =
could almost DRIVE to Lakeland in an hour... LOL
More later..
Peter C.
Stuart, FL
And YES,,, the Buggy Muggies are upon us and it looks like there here to =
stay for the summer. I am here 24 years and I'm kinda used to it by now. =
The same way people up north are trapped in their houses because it's =
too cold, we're trapped in our houses because it's too hot. Only =
difference is... we're trapped for 3 months and they're trapped for 9.
Hey... there is also a way to have Access find and use your student =
photos on your hard drive. No need to have the physical photos inside =
Access. Then your MDB won't be so HUGE and may run a little faster. =
Makes life easier when doing back-ups as well.
I have an example database that shows you how to do this if you're =
interested.
Access is soooo much fun. It can do just about anything.=20
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