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Access - Integration FAQs
Email any Microsoft Access Integration questions to: 1stcontact@1stAccessHelp.com
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Do you have experience linking Outlook to Access? |
| 2. |
You mentioned that it is possible to run Email Merges - for sending large batches of email with Access data. How is this done?
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| 1. |
Do you have experience linking Outlook to Access?
We have 12 sales people using Outlook as Contact Management and then a separate Access mdb that is supposed to contain much of the same info. Is there a way we can keep Outlook and Access in sync? |
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- Actually, yes there is a way to link your Outlook data and Access. To see possibilities:
- Go to your Access database.
- Hit your F11 function key so that you can see the main database window.
- Go to your File menu - select Get External Data
- A side menu will show - select Link Tables
- Now a navigation window will appear. Here you will want to find your Outlook files. Once you've found your outlook files you can select the contact file and click the Link button. After this step you'll go through some pretty self-explanitory steps to finish the link. But when all is said and done you should be able to open your outlook contact files from within your access database. View every name in your contact file and manually edit information.
- This exercise will link your outlook contact file directly to your access database. From this point is a matter of setting up automatic update queries to keep the outlook contact files in sync with the Access files.
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| 2. |
You mentioned that it is possible to run Email Merges - for sending large batches of email with Access data. How is this done? |
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In short - email merges run very much the same way other Microsoft Word Merges run. In addition to the choices of merging to a new document or merging to the printer, there is also a tool on your merge toolbar which allows you to merge to Outlook. The Merge to E-mail tool is outlined in red, below:
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Word merges can pick up email address directly from an Access query or table. To choose your Access database as a data source, during the setup of your Word document, just use the navigation window to point to your Access database. You'll want to set Files of Type to Access databases, in the navigation window. Once you find the Access database, simply choose the query or table you want to use for merging names, contact information, and email addresses.
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After creating your word document then just proceed to the merge phase using the Merge to E-mail button shown above. The Merge to E-mail function will allow you to select an email field for the computer to read when merging to Outlook.
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During the merge process - your Word document will merge to Outlook creating one email for every recipient on your list. After the merge process, simply open Outlook. You will see all the merged emails in the Outbox. Hit your send command and all the emails will be sent. |
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