Macro to Send email for each record in Access database

Mark Drelinger
Mark Drelinger used Ask the Experts™
on
I would like to create a macro that sends an email for each individual record in a database.  There may not always be records in the database.  Each database record includes an email address and some machine data (see attqached).    This wouold be for internal use only so an smtp server is available

Is this possible?
db1.mdb
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Top Expert 2009
Commented:
I presume you mean all records in a table, not in the entire database.  Here is some code to send an email to each person in a recordset based on a table:
Public Sub EMailAllContacts()
'Created by Helen Feddema 31-Oct-2009
'Last modified by Helen Feddema 31-Oct-2009

On Error GoTo ErrorHandler

   Dim dbs As DAO.Database
   Dim rst As DAO.Recordset
   Dim appOutlook As Outlook.Application
   Dim msg As Outlook.MailItem
   Dim strEmail As String
   
   Set dbs = CurrentDb
   Set rst = dbs.OpenRecordset("qryContacts")
   Set appOutlook = GetObject(, "Outlook.Application")
   
   Do While Not rst.EOF
      strEmail = Nz(rst![EmailName])
      If strEmail <> "" Then
         'Create email
         Set msg = appOutlook.CreateItem(olMailItem)
         msg.To = strEmail
         msg.Subject = "Subject"
         msg.Body = "Message"
         
         'Comment out next line and uncomment Send line
         'to send automatically
         msg.Display
         'msg.Send
      End If
      rst.MoveNext
   Loop
   
ErrorHandlerExit:
   rst.Close
   Set rst = Nothing
   Set appOutlook = Nothing
   Exit Sub

ErrorHandler:
   'Outlook is not running; open Outlook with CreateObject
   If Err.Number = 429 Then
      Set appOutlook = CreateObject("Outlook.Application")
      Resume Next
   Else
      MsgBox "Error No: " & Err.Number _
         & " in EMailAllContacts procedure" _
         & "; Description: " & Err.Description
      Resume ErrorHandlerExit
   End If

End Sub

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Top Expert 2009

Commented:
You can add more information to the message body from various fields in the recordset.

Author

Commented:
perfect.. thank you.
Top Expert 2009

Commented:
If you need to send a file as an attachment to each email, here is some code for that (it will run in Access 2007 or higher, as those versions have build-in PDF support).  The code creates a filtered report for each recipient, saves it as a PDF, and attaches it to the email:
Public Sub SendInterventionEmails()
'Created by Helen Feddema 10-Jan-2010
'Last modified by Helen Feddema 10-Jan-2010

On Error GoTo ErrorHandler

   Dim appOutlook As New Outlook.Application
   Dim itm As Outlook.MailItem
   Dim rstIntervention As DAO.Recordset
   Dim lngCount As Long
   Dim lngID As Long
   Dim rpt As Access.Report
   Dim strFileName As String
   Dim strPrompt As String
   Dim strQuery As String
   Dim strRecordSource As String
   Dim strReport As String
   Dim strSQL As String
   Dim strTitle As String
   Dim strCurrentPath As String
   Dim strFileNameAndPath As String
   Dim strEmailSource As String
   
   strEmailSource = "qryInterventionEmail"
   strRecordSource = "qryMissingAssignments"
   strQuery = "qryMissingAssignmentsSingleStudent"
   Set dbs = CurrentDb
   Set rstIntervention = dbs.OpenRecordset(strEmailSource)
   strCurrentPath = Application.CurrentProject.Path & "\"
   
   'Use path selected with SelectFolder procedure
   'strCurrentPath = SelectFolder()

   With rstIntervention
      Do While Not .EOF
         lngID = ![StID]
         Debug.Print "Processing Student ID " & lngID
         strFileName = "Intervention Report for " & ![StFirst] _
            & " " & ![StLast] & ".pdf"
         strFileNameAndPath = strCurrentPath & strFileName
         
         'Create filtered query
         strSQL = "SELECT * FROM " & strRecordSource & " WHERE " _
            & "[StID] = " & Chr(39) & lngID & Chr(39) & ";"
         Debug.Print "SQL for " & strQuery & ": " & strSQL
         lngCount = CreateAndTestQuery(strQuery, strSQL)
         Debug.Print "No. of items found: " & lngCount
         If lngCount = 0 Then
            GoTo NextStudent
         End If
      
         'Open report with filtered query record source
         strReport = "rptMissingAssignmentsNew"
         DoCmd.OpenReport ReportName:=strReport, _
            View:=acViewPreview, _
            windowmode:=acWindowNormal
         Set rpt = Reports(strReport)
         DoCmd.OutputTo objecttype:=acOutputReport, _
            objectname:=strReport, _
            outputformat:=acFormatPDF, _
            outputfile:=strFileNameAndPath
         
         'Create email
         Set itm = appOutlook.CreateItem(olMailItem)
         itm.Subject = "MISSING WORK"
         itm.Body = "The attached file lists your missing assignments"
         itm.To = ![Email]
         itm.Attachments.Add Source:=strFileNameAndPath, _
            Type:=olByValue
         
         'For editing before sending
         itm.Display
         
         'For sending automatically
         'itm.Send
         DoCmd.Close objecttype:=acReport, _
            objectname:=strReport, _
            Save:=acSaveNo

NextStudent:
         .MoveNext
      Loop
   End With
   
ErrorHandlerExit:
   Exit Sub

ErrorHandler:
   MsgBox "Error No: " & Err.Number _
      & " in SendInterventionEmails procedure; " _
      & "Description: " & Err.Description
   Resume ErrorHandlerExit

End Sub

Public Function CreateAndTestQuery(strTestQuery As String, _
   strTestSQL As String) As Long
'Created by Helen Feddema 28-Jul-2002
'Last modified by Helen Feddema 10-Jan-2010

On Error Resume Next
   
   'Delete old query
   Set dbs = CurrentDb
   dbs.QueryDefs.Delete strTestQuery

On Error GoTo ErrorHandler
   
   'Create new query
   Set qdf = dbs.CreateQueryDef(strTestQuery, strTestSQL)
   
   'Test whether there are any records
   Set rst = dbs.OpenRecordset(strTestQuery)
   With rst
      .MoveFirst
      .MoveLast
      CreateAndTestQuery = .RecordCount
   End With
   
ErrorHandlerExit:
   Exit Function

ErrorHandler:
   If Err.Number = 3021 Then
      CreateAndTestQuery = 0
      Resume ErrorHandlerExit
   Else
   MsgBox "Error No: " & Err.Number _
      & " in CreateAndTestQuery procedure; " _
      & "Description: " & Err.Description
   End If
   
End Function

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Author

Commented:
I have an error that I haven't figured out from the code above: "user defined type not defined".  any insight ?

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