Collecting Data Using E-Mail

Gathering data from one’s colleagues, vendors, and customers can be a frustrating process. When you ask a question by phone, in person, or over e-mail, you end up transcribing the responses and typing them into your database. The potential for inaccuracies, mistranscriptions, and other mistakes abound. One of the most useful new things you can do in Access 2007 is to create Outlook 2007 messages that contain Access forms. You send the form to a colleague as an e-mail message, which the recipient fills out and sends back. You can then read the data directly from Outlook into your Access table. You never have to touch the data with your hands, which means that you don’t have to worry about making a mistake as you type the data. Yes, it’s possible your colleague made a mistake while entering the data, but you reduce the number of steps in the process and eliminate many opportunities to introduce errors.

Send a Data Collection E-Mail Message

  1. Click the table for which you want to collect data.

  2. Click the External Data tab.

  3. In the Collect Data group, click Create E-Mail.

  4. Click Next to advance past the first Collect Data Through E-Mail Messages wizard page (not shown).

  5. Select the HTML Form option.

  6. Click Next.

  7. Select the Collect New Information Only option.

  8. Click Next.

    Caution

    Caution

    Both you and your recipient must have Microsoft Office Outlook 2007 installed to exchange data collection e-mail messages.

  9. Click the first field you want to add to the form.

  10. Click the Add button.

  11. Repeat Steps 9 and 10 to add all applicable fields.

  12. Click Next.

  13. Verify that the Automatically Process Replies And Add Data To Invoices option is deselected.

  14. Click Next.

  15. Select the Enter The E-mail Addresses In Microsoft Office Outlook option.

  16. Click Next.

  17. Type a subject for the e-mail messages.

  18. Type an introduction for the e-mail messages.

  19. Click Next.

  20. Click Create.

    Caution
    Caution
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