How to use a recordset to send Outlook e-mail to multiple recipients in Microsoft Access

Advanced: Requires expert coding, interoperability, and multiuser skills.

Summary

This article describes how to use Automation to send a Microsoft Outlook e-mail message to multiple recipients whose addresses are listed in a Microsoft Access table. This article also uses Access form controls to add the message body, to fill in the Cc field, and to fill in the Subject field. Additionally, this article describes a programmatic method that you can use to include e-mail attachments and to resolve e-mail addresses against the Outlook Address Book.

More Information

To create an Outlook session from Access and to use a recordset to send e-mail messages to multiple recipients, follow these steps:

  1. Create a text file that you can use as an attachment. Save the text file as "TestAttachment.txt" in the root of drive C. For example, you can save the text file as C:\TestAttachment.txt.
  2. Create a new database that is named Db1.mdb.
  3. Create a new table with the following information in Db1.mdb:

    Table: tblMailingList
    ----------------------
    Field Name: EmailAddress
    Data Type: text
  4. Type several valid e-mail addresses in the EmailAddressfield.
  5. Create a form with the following information:

    Form: frmMail
    ----------------------
    RecordSource: tblMailingList

    Text box
    ---------------------------
    Name: CCAddress
    ControlSource: Unbound
    Label Caption: CC Address

    Text box
    ---------------------------
    Name: Subject
    ControlSource: Unbound
    Label Caption: Subject

    Text box
    ---------------------------
    Name: MainText
    ControlSource: Unbound
    Label Caption: Message Body
  6. Open the form in Form view, and then type sample data in the appropriate boxes. Press ENTER after each entry, and then leave the form open when you are finished.
  7. Create a new module. Add the following code sample to the new module.
    Option Compare Database
    Option Explicit

    Sub SendMessages(Optional AttachmentPath)

    Dim MyDB As Database
    Dim MyRS As Recordset
    Dim objOutlook As Outlook.Application
    Dim objOutlookMsg As Outlook.MailItem
    Dim objOutlookRecip As Outlook.Recipient
    Dim objOutlookAttach As Outlook.Attachment
    Dim TheAddress As String

    Set MyDB = CurrentDb
    Set MyRS = MyDB.OpenRecordset("tblMailingList")
    MyRS.MoveFirst

    ' Create the Outlook session.
    Set objOutlook = CreateObject("Outlook.Application")

    Do Until MyRS.EOF
    ' Create the e-mail message.
    Set objOutlookMsg = objOutlook.CreateItem(olMailItem)
    TheAddress = MyRS![EmailAddress]

    With objOutlookMsg
    ' Add the To recipients to the e-mail message.
    Set objOutlookRecip = .Recipients.Add(TheAddress)
    objOutlookRecip.Type = olTo

    ' Add the Cc recipients to the e-mail message.
    If (IsNull(Forms!frmMail!CCAddress)) Then
    Else
    Set objOutlookRecip = .Recipients.Add(Forms!frmMail!CCAddress)
    objOutlookRecip.Type = olCC
    End If

    ' Set the Subject, the Body, and the Importance of the e-mail message.
    .Subject = Forms!frmMail!Subject
    .Body = Forms!frmMail!MainText
    .Importance = olImportanceHigh 'High importance

    'Add the attachment to the e-mail message.
    If Not IsMissing(AttachmentPath) Then
    Set objOutlookAttach = .Attachments.Add(AttachmentPath)
    End If

    ' Resolve the name of each Recipient.
    For Each objOutlookRecip In .Recipients
    objOutlookRecip.Resolve
    If Not objOutlookRecip.Resolve Then
    objOutlookMsg.Display
    End If
    Next
    .Send
    End With
    MyRS.MoveNext
    Loop
    Set objOutlookMsg = Nothing
    Set objOutlook = Nothing
    End Sub
  8. In the Visual Basic Editor, click References on the Tools menu.
  9. In the Available References list, click Microsoft Outlook 8.0 Object Library, and then click OK.

    Note You have to select the correct Microsoft Outlook Object Library. The Microsoft Outlook Object Library that you select depends on the version of Outlook that is installed on your computer. For example, if you have Office Outlook 2003 installed on your computer, click Microsoft Outlook 11.0 Object Library.
  10. Press CTRL+G to open the Debug window.
  11. To send the e-mail message with an attachment, type the following command in the Debug window:
    SendMessages "C:\TestAttachment.txt"
    Press ENTER.

    Alternatively, to send the e-mail message without an attachment, omit the argument when calling the procedure. Type the following command in the Debug window:
    SendMessages
    Press ENTER.

References

For additional information about how to use Automation to control Outlook, click the following article numbers to view the articles in the Microsoft Knowledge Base:

161088 Using Automation to send a Microsoft Outlook message

160502 Using Automation to add appointments to Microsoft Outlook

161012 How to create a new contact item in Outlook with Automation

Properties

Article ID: 318881 - Last Review: Oct 30, 2008 - Revision: 1

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