Access database info to Outlook contacts

[Guest]

I use an Access 2003 database for our membership files, and want to move that
information to an Outlook contact file so I can send e-mails and program an
auto dialer for quick telephone calls. How can I make the required Access
database info move to Outlook?? And thanks for your help!

 

[Arvin Meyer [MVP]]

The easiest way is to build the autodialer in Access so that you don't need
to maintain data in 2 places. The Outlook auto dialer cab't read Access
files and the code in Access can't read Outlook. If you turn on the Access
Toolbox wizards (the wand button in the toolbox) and add a new button to a
form, you can do the dialing right from Access (with a properly configured
modem, of course).

If you really want to use Outlook just open Outlook, go to File
Import/Export and follow the prompts to Import your Access data.

 

[Guest]

Good morning Arvin, thanks for your help. Several things happened that bring
new questions:

First, I followed your advise and did the import procedure and Outlook
imported the Access database names and phone numbers only. It did not bring
the addresses and emails into Outlook. What did I do wrong?

Second, I have searched for the "wand" in the tool bar and even tried "help"
but have not located the "tool box" or the "wand". Where is it hidden and I
will try to make that work.

Third, is there a way to send email from Access. I agree with your comment
about having to maintain info in two different spots, but I haven't been able
to figure a system so that is not necessary (including investigating a third
party Masonic membership program). Any ideas?

Fourth, (and maybe we should just try to make solve one problem at a time),
but is there a way to quickly and simply import contact names and addresses
from Access and/or Outlook into word for correspondence to eliminate retyping
them as I write letters?

Lastly, would it be easier to do my contact work via Outlook Express rather
than Outlook? I have never really understood why there are two options but
always figured Outlook was more detailed. Many people have told me it is
simpler to use Express but I had already started Outlook and just never
switched.

I really appreciate the effoprts of the MVP program, and thanks so much for
your help.

pwf

 

[Arvin Meyer [MVP]]

Answers in line:

Good morning Arvin, thanks for your help. Several things happened that
bring
new questions:

First, I followed your advise and did the import procedure and Outlook
imported the Access database names and phone numbers only. It did not
bring
the addresses and emails into Outlook. What did I do wrong?

Let me preface by saying that I don't have Outlook on this machine, so I
can't tell you where everything is. You might get some additional help in
one of the Outlook newsgroups. You need to map dissimilarly named fields to
one another. The easy way to figure out Outlook names is to import an
Outlook Contact list into Access. All the field names will migrate. Then you
can rename your Access fields and import them once again into Outlook.

Second, I have searched for the "wand" in the tool bar and even tried
"help"
but have not located the "tool box" or the "wand". Where is it hidden and
I
will try to make that work.

You find it in a form or report design view. The toolbox icon on the toolbar
looks like a crossed hammer and wrench. On the menu, look in the View menu.

Third, is there a way to send email from Access. I agree with your comment
about having to maintain info in two different spots, but I haven't been
able
to figure a system so that is not necessary (including investigating a
third
party Masonic membership program). Any ideas?

Easy, just use SendObject (it's on the File menu as well) Look it up in the
help files. An example of the code, in use, on my website is the sample app:

http://www.datastrat.com/Download/EmailSenate2K.zip

Fourth, (and maybe we should just try to make solve one problem at a
time),
but is there a way to quickly and simply import contact names and
addresses
from Access and/or Outlook into word for correspondence to eliminate
retyping
them as I write letters?

It's called a MailMerge, and the easiest way to do it is build a query with
the contact information you want, then open up Word and use the Merge
Wizard. For a single letter at a time, using a Word Template, have a look at
my code at:

http://www.datastrat.com/Code/WordMerge.txt

Lastly, would it be easier to do my contact work via Outlook Express
rather
than Outlook? I have never really understood why there are two options but
always figured Outlook was more detailed. Many people have told me it is
simpler to use Express but I had already started Outlook and just never
switched.

I use Outlook Express because it has much less overhead, I have 8 email
accounts to keep track of, and I read the newsgroups there. For programming
email solutions, SendObject works with the default MAPI email client,
(either Outlook or OE), but Outlook is far more powerful and is
programmable, while OE is a weak sister. If you started with Outlook, I'd
stay there.