[mso] Re: E-mail merge using Access and Word
- From: Cherie <msogroup@xxxxxxxxxxx>
- To: mso@xxxxxxxxxxxxx
- Date: Mon, 31 May 2004 23:26:57 -0400
WOW!
What a chunk of info!..see interspersed comments below:
It was 5/31/2004 when Peter Chiavaro mentioned:
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>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.
OK..nice to meet you..let me give you a run down..not only am I true blue
Florida cracker (born and raised here..7th generations!)..
I work at a Middle School (obviously) as a computer lab manager...so I am
NOT working right now..school is out and my database is at work..where I am
not suppose to go to until August..but if I can pull them dern pictures off
of the database..I would go in and put the DB on my USB drive and take it
home..
I am also the school's webmistress :o).. I do know HTML code...I am a total
nerd and learn VERY quickly when it comes to computers..like I said..I have
about 8 hours of training on Access..but I'm comfortable with Queries and
Forms, the switchboard thingy...but I'm very sluggish at it..I have to get
out my cheat sheet every once in awhile
>
>You have one record for each student, and (at the moment) 2 Email =
>address fields. [eamail1] and [email2].
I will when I go back and re do what I did right before I left..I was kinda
stressed..I wanted the principal to be able to email the whole "list" with
the FEWEST steps..so before I left..I duplicated the info for the kids who
had more than one email address (does this make sense?)
So for the kids that have two email addresses...their records look like
this in the table:
ID Name Parents Gr email
123 John Doe Doe, Mary & John 8 johndoe@xxxxxxxxxx
123 John Doe Doe, Mary & John 8 jdoe@xxxxxxxxxx
Instead of this:
ID Name Parents Gr email
email2
123 John Doe Doe, Mary &
John 8 johndoe@xxxxxxxxxx Jdoe@xxxxxxxxxx
I sure hope that lined up right on your end :o)
>
>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.
RIGHT..when I put the database BACK like second version above..I will be on
track..and YES student ID's follow the kid all through their life as long
as they are in Florida public school system..so there is only ONE per
student in Florida
>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.
I can not get the relationship stuff right..it keeps giving me errors..so I
gave up...
>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.
RIGHT..we were pulling the email list from a query...I had FOUR (6, 7, 8
and ALL) the principal will email to ALL about 98% of the time
>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.
You are correct...it's pretty cool the way it works..it asks WHAT do you
want to use..and it lists all the tables, queries and forms or whatever in
the DB...then it says WHAT do you want to email to..and I say email1...but
then that is where email2 gets left out...so we had to go back and grab
email2 with another send out...hence the steps I am trying to avoid
>
>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 do believe that it uses the computer's default email program..like I
said..when I'm testing at home..it is sitting in my Eudora out box..when I
do this at work..it gets sent "behind the scenes" using outlook exchange
server...I know..because I can see the 500 emails in the SENT box.
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.
THAT is the part I need..I want to collect all the emails into one place
and send to ALL of them at once...
>
>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.
maybe access can..but outhouse has a helluva time with it...
I think you need a table or query with the =
>correct info gathered within.
I have a query that says...give me all records that are not null in the
email field ..and I named it ALL..then I said..give me all the emails that
have 6 in the grade field, and not null in the email field..and I named it
6, etc...but again..I'm leaving out the email2 field...
>
>[eamil1] and [email2] fields can only produce a 2 column list.
Right..that is where I'm stuck
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].
I tried that and go no where because of my limited knowledge...
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.
and this is probably what I need...but I am not sure if I have learned the
append thing...will have to look it up in the cheat sheets..
>
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
hmmm...without looking at it..I think I made a lookup wizard (is that what
it is called?)..with choices of 6, 7 or 8 and the query just says give me
list of records with 6 in the grade field (etc.)..is this ok??
>
>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?
sorta..I'm listening :o)
>
>Yes, it certainly very easy to delete records without warning. This =
>tells me you are dealing with raw tables.. no forms.
I do have forms...where the pictures come in..they look pretty cool...but
when I am editing emails..I do it in the table..
I could have sworn that while one is in a form..the information can be
modified ..and I think it does not ask...(sometimes it does..sometimes it
does not ask if I want to save changes..I can't remember what criteria
makes it ask and not ask..but it drives me nuts..I always want control over
changes...)..so if I put a form up for principal to hit a button to send a
mail..can't she also change the info in the form????
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.
you'll have to explain that more..I just opened up a form I use on a small
database..I changed the name in the form..closed it..it never asked me
anything..I went to the table..and sure enough....the name was changed..so
I changed it back..THEN it asked if I want to save changes...how do I make
the form blonde proof?? (I'm fake blonde...well...the sun did most of it)
>OH,,, the bulk mailer thingy...
>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.
OK..so how do you know it sent it out? WHERE do you type the message before
sending?
>
>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.
promise..I hate spammers..I'm thinking of starting a petition that makes
the punishment for spamming DEATH by electrocution
>
>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
YEAH....probably..where is Stuart..I forgot..I'm in the middle..tween
Mickey and Tampa
>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.
PLEASE TELL.....!!!
>
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Thanks a bunch!
Cherie
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