Access – Collecting Data by Email

Access provides great tools for organizing, searching and analyzing data. But before you can use those great tools, you must first enter the data. In Access 2007, a wizard with the monster-name, “Collect Data Through Email Messages Wizard,” for collecting information by email was introduced.  Two aspects of this process make it particularly attractive:

1)      You can set the wizard to automatically deliver data from the email replies directly into the appropriate fields of  your database, and

2)      The data is being entered by the primary source of the information – from their keyboard to your table.

This wizard lives – as you might guess – on the External Data tab of the Ribbon in the Collect Data group. You can start the wizard by first selecting a table or query that holds the fields you want to send out and then clicking the Create E-mail icon.

Access RibbonSome requirements for using this wizard are:

a)      You (the sender) must be using Access 2007 and Outlook 2007 or later. [If both you and the recipients also have InfoPath 2007 or later you can get a little fancier with the form you create. But guessing about the availability of InfoPath for your recipients could be difficult.]

b)      Recipients must have an HTML-supporting email client.

c)       The underlying table or query and the fields to be completed must have no restrictions such as a table that is set as read-only.

d)      Four field data types cannot be filled in this manner: attachment, auto number, OLE, and multi-valued.

e)      If the underlying table(s) have required fields they must be included in the email form.

You can read more about the Collect Data Through E-mail Messages Wizard by searching Access help for “data collection” or “create e-mail.” 

One Comment

  1. Ned

    Usefull post!
    Thanks for publishing!

    By the way in the line : ”Recipients must have an HTML-supporting email client.”
    Will xhtml als do?

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