How to Collect Data Via Email With Access

Collect Access data easily via email.

Microsoft Access 2007 is a valuable spreadsheet application with dozens of features that businesses can use to collect, manage and manipulate a variety of data from various related tables. In Access, collecting data via email is a relatively easy process. Working with Microsoft Outlook, you can generate a data-collection form which can be emailed to employees or survey participants to help you create a more comprehensive database. Additionally, you can set parameters to specify how that information will process into Access. Using the "Collect data through email messages Wizard," you can create a form in minutes.

Things You'll Need

• Microsoft Outlook

Instructions

1. Configure Microsoft Office Outlook 2007 if you have not yet done so and verify that your recipients have it. Another option for generating your data collection form is Office InfoPath 2007 or later. However, you cannot use it unless all of the recipients have InfoPath installed on their computer.

2. Open the Access database that you intend to populate. Select the appropriate table or query (if you have more than one related table you wish to populate), and then right-click on the table and select "Collect and Update Data via Email." Keep in mind that a field's AutoNumber, OLE Object, Attachment or Multi-value cannot be collected via email. This brings up the Wizard.

3. Select "Next" when the Wizard opens. Choose either the HTML or InfoPath form, depending on whether or not you have InfoPath, and click "Next."

4. Click on either "Collect new information only" or "Update existing information" and click "Next."

5. Select the fields that you want to include in the email and move them to the "Fields to include in email message" box by highlighting them and clicking ">." Select ">>" to move all of the fields. Then click "Next."

6. Check the box if you want to have the replies automatically process into the table or query. Set the control properties for processing the data. Then click "Next."

7. Select whether to collect the email addresses from Outlook or from a database, and then click "Next." Edit the message that pops up, if necessary, and click "Next."

8. Click "Create." An email will open in Microsoft Office with the relevant information. Choose the recipients, as you would normally in Outlook, and click "Send." When the recipient replies, the data will process into Access based on the parameters you set.

References

• Microsoft: Collect Data Using Email