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Total Access Emailer from FMS, Inc.

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1. 5 None Text E Import Preview HTML Display Code E use field references FMS Inc 8150 Leesburg Pike Suite 1150 Vienna VA 22182 Dear Valued Customer Just checking in to see if everything is going OK with your recent purchases Please let me know if you have lany questions complaints or compliments Sincerely Your Salesperson File l s Retrieve text from this file Field l HTML text is from the email table 5 Embedded Object in HTML format v ok X Cancel Help Settings Editor HTML Tab The HTML tab is not available if Message Format is set to Text Only Select one of the following source options for the HTML message e None No HTML message is sent e Text Type or paste the HTML for the message or use the Import button to import it from a file Click the Preview HTML button to preview the message in your browser e File Retrieve the HTML from a file Preferred method if embedded graphics are desired e Field Point to a field in the data source that contains the HTML message e Embedded Object Embed an Access table query view or report as the HTML message The object can be unfiltered so every recipient receives the same data or filtered so each recipient s message is unique e g send customers their own price lists Select and hover over text in the Text field to display the Formatting toolbar for this rich text control
2. Schedule Email Blast Specify the date and time to send the message and click the Finish button to schedule the email blast The Send Options form remains open and the email blast is launched at the specified time Status While Sending Messages While Total Access Emailer sends the email messages it displays a dialog showing the current email address how many email addresses are processed and how many remain 82 e Chapter 6 Testing and Sending Email Blasts Total Access Emailer Total Access Emailer Processing Email List 8 Monthly Newsletter Sending Email 15 of 35 to taemailersample fmsinc com Processing began at 5 1 12 49 00 PM Last message sent at 5 1 12 49 03 PM Estimated completion time 5 1 12 49 07 PM Cancel Processing Email Dialog This dialog also displays an estimated completion time after 30 messages are sent The estimated time is updated as the messages are processed Canceling the Email Blast You can stop the email blast at any time by clicking Cancel After canceling the results form is displayed with information about how many messages were sent If your email blast includes an Audit Field that is cleared with each email blast you have the option to resend to the email addresses that you missed See Partial List Based on Audit Field on page 81 for more information Sending Multiple Email Blasts Total Access Emailer includes a powerful feature to send multiple email blasts
3. Use and Redistribution Rights This SOFTWARE license is for one user only A Runtime License can be purchased as part of the Professional Version or as a separate license after the purchase of the Standard Version The Runtime License grants limited redistribution rights The Runtime Library Database is available to distribute applications that use the email settings created with Total Access Emailer The Runtime License provides the non License Agreement e i ii e License Agreement exclusive royalty free right to incorporate email blasts from Total Access Emailer in your applications provided that 1 Each developer using the SOFTWARE owns a Runtime License 2 Your application adds substantial value to the SOFTWARE and is not a standalone email program 3 Your application does not attempt to replicate the interactive user interface of the SOFTWARE 4 Your application is not a freeware or shareware product You only distribute the designated redistributable files and no other files of the SOFTWARE 6 If you claim a copyright you must add a clause stating Portions of this program are copyright Total Access Emailer from FMS Inc and do not claim ownership of the SOFTWARE 7 You agree to indemnify hold harmless and defend FMS and its suppliers or contractors from and against any claims or lawsuits including attorneys fees which arise or result from the use or distribution or other activities relating to your a
4. W Support non ASCII characters with international text encoding This option lets you encode emails to support non ASCII characters By checking this option you ensure all characters are properly received by your users This can include certain punctuation marks and text from languages like Arabic Chinese Greek Hebrew Hindi Japanese Korean Persian Russian Urdu etc If you are only sending Roman characters you can uncheck this option to send your emails in plain text Note that even if you re using English non Roman characters may exist in your emails if its data comes from fields that contain non Roman characters Report Options The Report Options tab lets you specify the paper size used for the email blast report and the results report It also allows you to preview and print the results report for the last email blast that you sent 3 Total Access Emailer Email Options x Send Options and SMTP Settings Send Options SMTP Settings Report Paper Size US Letter This is for the email settings report and A4 report after you send your email blast 3 Preview Last Email Blast Report Options Form Report Options Paper Size Select the paper size for printing the email blast report and the results report e US Letter 8 5 by 11 inches e A4 210 by 297 millimeters 34 e Chapter 3 Starting Total Access Emailer Total Access Emailer Preview Last Email Blast Report
5. Email Blaster for Microsoft Access Databases Total Access For Microsoft Access FMS fmsinc com License Agreement Total Access Emailer PLEASE READ THE FMS SOFTWARE LICENSE AGREEMENT YOU MUST AGREE TO BE BOUND BY THE TERMS OF THIS AGREEMENT BEFORE YOU CAN INSTALL OR USE THE SOFTWARE IF YOU DO NOT ACCEPT THE TERMS OF THE LICENSE AGREEMENT FOR THIS OR ANY FMS SOFTWARE PRODUCT YOU MAY NOT INSTALL OR USE THE SOFTWARE YOU SHOULD PROMPTLY RETURN ANY FMS SOFTWARE PRODUCT FOR WHICH YOU ARE UNWILLING OR UNABLE TO AGREE TO THE TERMS OF THE FMS SOFTWARE LICENSE AGREEMENT FOR A REFUND OF THE PURCHASE PRICE Ownership of the Software The enclosed software program SOFTWARE and the accompanying written materials are owned by FMS Inc or its suppliers and are protected by United States copyright laws by laws of other nations and by international treaties You must treat the SOFTWARE like any other copyrighted material except that you may make one copy of the SOFTWARE solely for backup or archival purpose and you may transfer the SOFTWARE to a permanent storage device Grant of License The SOFTWARE is available in a Standard Version and a Professional Version The Professional Version includes a programmatic interface and Runtime License The SOFTWARE is available on a per license basis Licenses are granted ona PER USER basis For each license one designated person can use the SOFTWARE on one computer at a time
6. In addition to running macros Total Visual Agent automates database maintenance tasks such as backups compacting and repairing Visit our web site www fmsinc com to find out more about this product and to download a fully functional trial Chapter 7 Professional Version e 107 You can find the Total Visual Agent trial as well as trials and demos of other FMS products on your Total Access Emailer CD and at http www fmsinc com MicrosoftAccess Scheduler html Distributing Total Access Emailer 108 e Chapter 7 Professional Version Licensing Rules The Runtime License of Total Access Emailer gives you a royalty free license for you to distribute your application with our email functionality to non owners of Total Access Emailer You must agree to the terms of the license agreement prior to using or distributing Total Access Emailer functionality You may not distribute the Total Access Emailer license file or distribute the program in any way that allows users to create their own email blasts You may not include the Total Access Emailer Add In functionality or the Settings Editor and you may not build an application that emulates the Total Access Emailer user interface See the License Agreement at the front of the manual for complete licensing details You are only allowed to distribute the runtime Emailer file TAEmailR accde TAEmailR_64 accde or TAEmailR mde and associated DLLs To handle this Total Access Emailer
7. command from the Main Menu to configure these settings The options are organized under three tabs e Send Options e SMTP Settings e Report Options How Settings are Stored Total Access Emailer uses the usysTEmailerOptions system table in the current database to store options Because it uses a table every user of the database can share the same settings This is preferable to saving the settings in the Total Access Emailer add in or registry settings which could differ for each user 28 e Chapter 3 Starting Total Access Emailer Total Access Emailer The drawback of storing settings in a table is keeping settings across multiple databases identical if that s desired If you need this you may want to store that table in a shared database and link to it Total Access Emailer supports both local and linked tables Save and Retrieve Default Settings To make it simple to use the same options across multiple databases and reset inadvertent modifications you can specify to save your default settings These values are stored in your copy of the Total Access Emailer add in pl Save As Default A Retrieve Defaults To save the current settings as your default click Save As Default This saves all the values across the three tabs To replace the current settings with your default settings click Retrieve Defaults This replaces all values across the three tabs Send Options The Send Options tab allows you to spec
8. international character sets such as e Arabic oa NV ae l e Chinese HICIA e Greek EAAnviKo Keiuevo e Hebrew NAY vop e Hindi feat oS e Japanese HAZTAAL e Korean 30 HAE e Persian Gi 4 Jl 4 e Russian Pycckne TeKcT e Urdu 9 ci a International character support is a new option available when setting the SMTP Settings on page 34 Table Driven System to Continuously Send Emails An example of a Continuous Emailer Service is provided to support a table driven system to continuously send emails within your Microsoft Access application New emails can be added to the table manually or triggered by another action in the application for e g new order due date etc When the database opens you can open the form automatically through an Autoexec macro or naming the form as the startup form Code Generator The new Code Generator feature lets you interactively select options and build the VBA code to embed the currently selected email blast in your Total Access Emailer Total Access Emailer application Simply set your options and paste the code into your module for sending and previewing email blasts New Programmatic Interfaces Several new VBA functions are available in the Professional Version to provide more options and control for VBA developers Send One Email Rather than creating an email blast from the Total Access Emailer add in a new function TotalAccessEmailer_SendOne lets you specify the inf
9. This lets you format your message without writing HTML For more information about message customization see page 58 Sending HTML Emails with Graphics When you send an email in HTML format it may include graphics These graphics files may exist on a public web site so it doesn t add to your email size or be sent as part of your email message Chapter 4 Creating Email Blasts e 49 Public Reference Graphics Not Embedded To reference graphics on a public web site reference the complete URL in your HTML code lt href http www MyDomain com mygraphic jpg gt Total Access Emailer recognizes the explicit file reference and does not include the file in your email Local Reference Graphics Embedded If your graphics exist on your local hard disk instead of on a public web site you can include graphics with your email message To do this reference the file without a path or use a relative path That is avoid the http or file syntax and reference the graphic directly lt src mygraphic jpg gt Note that if you enter the HTML text into your email blast the graphic reference is relative to the directory where Total Access Emailer is installed A better solution is to create your HTML message as a file ina directory with its graphics and reference that file from your Total Access Emailer email blast settings Attachment Tab 50 e Chapter 4 Creating Email Blasts The Attachment tab lets you specify
10. delivery receipt 42 demos 11 description 27 40 distribution i 108 12 batch files 112 distributing multiple programs 111 licensing 108 troubleshooting 112 duplicate 27 duplicate email addresses 45 E edit 27 email 38 email blast audit 52 cancel 83 copy 27 data source 40 delete 28 description 27 40 duplicate 27 edit 27 history 55 new 27 39 56 preview see preview email blast report 28 results 84 results report 35 85 run from code 89 108 statistics 55 email blast report 76 embedded objects 48 52 58 62 73 attachments 52 71 Excel 62 filter 67 HTML 62 65 output format 73 PDF 62 Rich Text 62 Text 62 text body 48 65 XPS 62 enhancements 7 errors 30 ESMTP 32 Excel File Attachments 62 expressions 59 Extended Simple Mail Transfer Protocol ESMTP 32 F field containing email address 41 field option 62 field references 52 58 59 61 can shrink 60 file attachments 51 file compression 7 file option 62 filter embedded object 67 firewall settings 33 firewall type 34 footer 46 format 41 HTML only 41 text and HTML 41 42 text only 41 Index e 121 from address 43 functions 59 G gmail 19 graphics in reports 65 Greek 8 H header 46 Hebrew 8 hidden system tables 88 highlights 5 Hindi 8 history 55 host 33 HTML 41 48 50 embedded object 65 71 preview 49 HTML and text 42 HTML file 62 101 HTML re
11. firewall settings see firewall settings mail server see mail server source options 48 49 51 58 61 73 embedded 48 49 51 58 65 71 field 48 49 51 58 62 file 48 49 51 58 62 text 48 49 51 58 61 SSL 19 33 standard mailing 44 standard version 14 storing options 28 subject 41 system requirements 15 T table Total Access Emailer audit 24 54 errors 30 linked 25 preview 24 78 results 24 settings 24 88 TAEmailR accde 91 108 109 113 TAEmailR mde 91 92 108 109 110 113 TAEmailR_64 accde 91 108 109 113 TAEmailR2K mde 91 92 TAERun32 exe 109 111 112 TAERun64 exe 109 111 112 technical papers 12 technical support 115 23 template 70 temporary query 25 text and HTML 41 42 text body 46 embedded object 48 65 Text File Attachments 62 text footer 46 text header 46 text only 41 to address 44 Total Access Emailer Procedures 93 Total Visual Agent 4 107 TotalAccessEmailer function 95 limitations 98 parameters 95 sample code 98 TotalAccessEmailer_Email_IsValid function 104 TotalAccessEmailer_Preview function 98 parameters 99 TotalAccessEmailer_SendOne function limitations 99 parameters 100 sample code 101 TotalAccessEmailer_SetPasswords function 102 parameters 102 104 sample code 102 TotalAccessEmailer_SMTP_lIsValid function parameters 103 sample code 103 TotalAccessEmailer_SMTP_IsValid function 103 TotalAccessEmailer_Version fun
12. separate fields with semicolons Advanced custom WHERE Use around the field from your data source and be sure to add single quotes around strings V Skip the Email if the embedded object is empty Show the object for your first email Embedded Object Specifications Form for Text Message The HTML tab includes a similar option Embedded Object in HTML format ss Embedded Object Option for HTML Message Click the Browse button ss to open the Embedded Object Specifications form for the HTML message Type e e Name Invoice RecordSource Invoices Filter use the data from your Data Source record to generate a custom email for each recipient No Filter every recipient gets the same data One Field Filter your embedded object for each email by specifying the field to match with a field in the Data Source Report Field JcustomeriD x Data Source Field JcustomeriD CustomerID CustomerID Multiple Fields separate fields with semicolons teport Fields j ti rce Fields Advanced custom WHERE Use around the field from your data source and be sure to add single quotes around strings Skip the Email if the embedded object is empty HTML Template File if any eee Soon Embedded Object Specifications Form for HTML Message 66 e Chapter 5 Advanced Customization Total Access Emailer Total Access Emailer Embedded
13. Click this button to preview the report for the last email blast that was sent See page 85 for details about the results report Total Access Emailer Chapter 3 Starting Total Access Emailer e 35 Chapter 4 Creating Email Blasts The Total Access Emailer Settings Editor lets you configure your email blasts This chapter explains how to use Total Access Emailer to create your customized email blast Topics in this Chapter gt Email Overview gt Email Blast Overview gt Basics Tab gt Addresses Tab gt Text Tabs Header Body and Footer gt HTML Tab gt Attachment Tab gt Auditing Tab gt Statistics Tab Total Access Emailer Chapter 4 Creating Email Blasts e 37 Email Overview 38 e Chapter 4 Creating Email Blasts Before creating email blasts with Total Access Emailer you should be familiar with the layout of an email message and the sections that Total Access Emailer can customize From Sender MyDomain com To Recipient domain com Ce Associate domain com Bec Boss MyDomain com Subject Read This Important Message lt Text or HTML Message gt Email Sample From Address The email address the recipient sees as the source of the email To Address The recipient s email address There may be multiple recipients Cc Address A Cc carbon copy email address receives a copy of the message and its email address is visible to other recipients of the message There may be multiple Cc e
14. Email Addresses Field containing the email addresses Customers lt es Email lt Message Subject V Use field references Text Newsletter for ContactName File Retrieve text from this file P Field Subject is from the email table Message Format Designating Text or HTML Message 5 Text Only Field for Text or HTML EmailFormat Leave blank for both formats 5 HTML Ont When field value equals HTML Send this message type HTML Message Options Priority Normal Sensitivity Normal E Request a delivery receipt E Request a read receipt v OK X Cancel Help Settings Editor Basics Tab Description This Description text is displayed in the list on the Main Menu and helps you identify this email blast in the future This text is for your use only email recipients never see the description Data Source with Email Addresses The data source is the table query or view containing the email addresses This can be any local or linked table query or view in the database or project Use the Browse button ss to select the source Select Data Source Select Data Source ce Tables Queries Both Tables ry Views Both Cus 5 co rs Employees Table Employees Table Order Details Table Order Details Table Orders Table Orders Table Products Table Products Table usysTEmailerEmbedded Table usysTEmailerEmbedded Table
15. Interactively design your HTML message or import HTML code from a file See page 48 for details In conjunction with the debut of Total Access Emailer 2007 updates were released for Total Access Emailer 2003 2002 and 2000 Versions X 5 for Access 2003 2002 and 2000 The first versions of Total Access Emailer for Access 2003 2002 2000 and 97 were released in July 2003 to wide acclaim In May 2006 we released major X 5 upgrades that included many features and enhancements e Embedding Filtered Access Objects Total Access Emailer supports embedding tables queries views and Total Access Emailer reports directly in your email messages and as attachments See page 65 and page 71 for details e Embedding Graphics in HTML Messages Local graphics referenced by your HTML messages are automatically embedded in your email rather than as attachments e Secure Socket Layer SSL Email Support Ability to send emails through servers that require a secure or encrypted connection using Secure Socket Layer SSL See page 32 for details e Replica Database Support Support for Replica databases in addition to standard MDBs and ADPs e Email Specification Report A new report to print the specifications of an email blast See page 76 for more information e Runtime Version Available Separately Previous versions bundled the end user and runtime components together version X 5 can be purchased as Standard Version for end users or the Pro
16. Messages cccsesssscccceceesesseceeeeeceessseeeeeeeceeees 82 Sending Multiple Email Blasts sssini eneren wears 83 Viewing the Results Chapter 7 Professional Version sssscccssssscecsssssceccssssseccesssesseeeses How Total Access Emailer Works xitcsvaissanciiiiemsn sn tesravernimeaiaae Gs Changing the Address for Test Emails Programmatic Interface cccccceeeeeeee RUMEN G LIDRAGIES eresian EEE aE EESE AAEE Total Access Emailer Procedures isescisdccsiss cssexs tiexscasusssveansesavabeisaneacccteeds COGE GEMENALON aranna ease acest a TotalAccessEmailer Function TotalAccessEmailer_Preview Function TotalAccessEmailer_SendOne Function cccccccccceesssscecececeesesseaeeeeees 99 TotalAccessEmailer_SetPasswords Function cccsesssceeeceseesteeeeeees 102 TotalAccessEmailer_SMTP_IsValid Function TotalAccessEmailer_Email_IsValid Function TotalAccessEmailer_Version Function ccccccccccessssssseceeececsestsaeeeeees Automating Multiple Email Blasts iin ineine Running Email Blasts from a Macro Scheduling Emails with Total Visual Agent ccccccccccceessseeeeeeeeeeees Distributing Total Access EMAST cicirine ninenin Troubleshooting Tipske E Chapter 8 Troubleshooting and Support sssssssssssssssssssssssesssssssesee 115 SUpport RESOUN CES ce e css hasseee a e E E E EEEa WEDISIEG SUpPPOr becana E E EE Technical SUpPPOrrOptIONS iorsin e a etastehasationions Conta
17. Total Access Emailer Total Access Emailer Temporary Query View for Embedded Objects When you embed a filtered Access object Total Access Emailer creates a temporary query or a temporary view in ADPs to retrieve the subset of data required for each email The temporary object s name starts with usysTEmailer_Temp and it is removed after the required data is retrieved Since Total Access Emailer creates tables you may want to work outside your production database Create a new database and link to your data tables if you don t want Total Access Emailer to impact your main database Data Sources Total Access Emailer opens as an add in through your Access Database MDB or ACCDB or Access Data Project ADP and can send to a list of email addresses from any table query or view in the database or project Total Access Emailer can use data from any native or linked table including links to non Access data sources You can also use data from any query that provides a list of email addresses Using queries allows you to limit the records for the email blast combine data across multiple tables and create expressions for fields used to customize email messages See Basics Tab on page 39 for more information on selecting a data source Starting Total Access Emailer Total Access Emailer opens as an add in from Microsoft Office Access Open the database containing the email addresses or a database linked to the table
18. a Single Email Blast To send a single blast select Send to the Currently Selected list Send to the currently selected list Review the list s description subject table and statistics to ensure that the desired list is selected and click the Next button to select Send Options 80 e Chapter 6 Testing and Sending Email Blasts Total Access Emailer Send Options Total Access Emailer The Send Options form allows you to specify who receives the email and to schedule or send the email blast 5 Total Access Emailer Email Send Options BS Email Send Options Schedule Send Now Schedule for Later X Cancel 4a Back Finish gt eA T D Email Send Options Recipients Specify who should receive the email Entire List Send to all email addresses in the source table Partial List Based on Audit Field If the email blast has an Audit Field that is cleared with every email blast the second option is available This allows Total Access Emailer to identify which records you have not sent this email to records with a null value in the date time audit field If the previous attempt to send the email blast was successful or if the email blast was never run this option says People Who Did Not Receive the Previous Email Blast This lets you send email to new people on your list If the previous attempt to send the email blast failed for instance if the computer or network crashed or yo
19. addresses it does not attempt to send the email You can choose to log the error in a separate table so that you can track errors and clean your data Table to Store Errors Specify the name of the table to store errors or leave this field blank to skip error logging If the table does not exist Total Access Emailer creates it when it encounters an error Be sure to select a name that does not conflict with an existing table in your database Overwrite for Each Blast Select this option if you want the error table to be overwritten each time errors occur in an email blast Note that the table is not overwritten if you run email blasts and no errors occur If you do not overwrite the table new errors are appended to the existing table 30 e Chapter 3 Starting Total Access Emailer Total Access Emailer In environments where multiple people are using the same database you may encounter conflicts if an email blast is running and another instance of Total Access Emailer tries to overwrite the errors table If more than one person will be running email blasts at the same time consider turning off the Overwrite for each blast option or having each user write errors to a different table Alternatively adopting Access best practices each user should have their own local application database linked to data in a shared database This design allows each user to have private tables without multi user conflict Pausing Between Messa
20. email message according to your needs Field References Field References let you customize emails with field values from your data source Simply reference field names and when the email is sent each field reference is replaced with the field value from the current record See page 59 for details about field references Source Options Several of Total Access Emailer s settings include options for where to get their values e Text Simply type the value that you want to use e File Reference a file containing the value making it easy to share identical settings across email blasts e Field Personalize emails for recipients by getting the value from a field in your data source See page 59 for details about these source options Embedded Objects Total Access Emailer allows you to embed Access tables queries views and reports in your email Either use embedded objects as the email message or as attachments in html rtf snp txt pdf xps or Excel xls xlsb or xlsx format Note that pdf xps and xlsx formats are only available in Total Access Emailer for Access 2007 and later Filtering options give you the flexibility that you need to send every recipient the same embedded object or customize it to send different data to each recipient See page 62 for details about embedded objects 58 e Chapter 5 Advanced Customization Total Access Emailer Field References Total Access Emailer Field References are one
21. email blasts before using these features You must set up the email blast using the Add In prior to calling it programmatically Preparing Your Database To call the Total Access Emailer functions you need to create an explicit reference from your database to the Total Access Emailer runtime library To create this reference open a module in design mode and select Tools References from the menu Total Access Emailer Chapter 7 Professional Version e 89 References Total Access Emailer Sample Database S32 Available References o v Visual Basic For Applications v Microsoft Access 15 0 Object Library v Microsoft Office 15 0 Access database engine Object v Microsoft Visual Basic for Applications Extensibility 5 MIFMS Total Access Emailer 2013 Runtime Browse Priority ii H 4 WW r FMS Total Access Emailer 2013 Runtime Location C Total Access Emailer 2013 TAEmailR accde Language English United States Microsoft Access Library References Make sure that FMS Total Access Emailer Runtime is selected If this item does not appear in the list use the Browse button to locate the library file in your installation directory The library file you use depends on your database type and Access version The reference is an explicit path which means that if you change the drive or location of the library the reference is broken and your modules will not compile
22. finish report of the incident to resolution for a single incident If you anticipate multiple questions for a single product we recommend purchasing the Premium Subscription Standard Subscription Our Standard Subscription comes with every product purchased for no additional cost The standard subscription comes with access to our FAQs and forums and responses to bug reports and feature requests for that version Please note that the person requesting support must also be the registered user of the product Registration is required and will be requested by our Technical Support professionals Contacting Technical Support Total Access Emailer If the troubleshooting suggestions and other support resources fail to resolve your problem please contact our technical support department We are very interested in making sure you are satisfied with our product Registering Your Software Please register your copy of Total Access Emailer at Chapter 8 Troubleshooting and Support e 119 http www fmsinc com register You must be registered to receive technical support Registration also entitles you to free product updates notifications information about upcoming products and beta invitations You can even receive free email notification of our latest news Contact Us The best way to contact us is to submit a ticket on our support site http support imsine com Please provide detailed information about the prob
23. includes a small executable that distributes the necessary runtime files to your user s system FMS does not provide technical support or customer service to your application s users We can only provide technical support to you as the registered user of the product the developer Distributing the Emailer File In order to allow Access to use Total Access Emailer functionality the program must be registered on the local machine When you install Total Access Emailer on your development computer the Setup program handles this automatically When you distribute your application to your users however they do not have the Setup program To distribute your application with Total Access Emailer functionality you must install the redistributable component on your user s machine Using the Runtime Install Program Total Access Emailer includes a runtime distribution program TAERun32 exe that installs the 32 bit ActiveX controls This supports all versions of Access through Access 2013 s 32 bit version Total Access Emailer Total Access Emailer For the 64 bit version of Total Access Emailer 2013 or 2010 a runtime distribution program TAERun64 exe is included This file is located in your installation directory All you need to do is execute the EXE on your users machines and they re ready to use your application This executable distributes the necessary runtime files to your users systems and configures their co
24. it was restarted blank unless it was resent due to a failure when it completed successfully blank if it failed and the number of messages sent in the last run Total Access Emailer Chapter 4 Creating Email Blasts e 55 Creation and Modification Information This section displays information about the creation and modification of the email blast settings including the Windows login name of the user who created it the Windows login name of the user who last modified it the date it was created and the date it was last modified 56 e Chapter 4 Creating Email Blasts Total Access Emailer Chapter 5 Advanced Customization Total Access Emailer includes several advanced customization features that make it easy to customize emails for each recipient This chapter explains how to personalize email messages using source options embedded objects and field references Topics in this Chapter gt Advanced Customization gt Field References gt Source Options gt Embedded Objects Total Access Emailer Chapter 5 Advanced Customization e 57 Advanced Customization When emailing a list of contacts you want each email to be as personal as possible This may be as simple as including the recipient s name in the subject line or as complex as sending each person unique data that only applies to them Total Access Emailer includes several advanced features to make customization easy Using these features you can personalize each
25. locate the runtime library file TAEmailR accde TAEmailR_64 accde or TAEmailR mde on the local machine If these troubleshooting tips do not resolve your problem refer to Chapter 8 Troubleshooting and Support for information about obtaining Technical Support Total Access Emailer Chapter 7 Professional Version e 113 Chapter 8 Troubleshooting and Support This chapter provides information about troubleshooting problems that arise and obtaining support for Total Access Emailer Topics in this Chapter gt Support Resources gt Web Site Support gt Technical Support Options gt Contacting Technical Support Total Access Emailer Chapter 8 Troubleshooting and Support e 115 Support Resources There are many resources available to help you resolve issues you may encounter Please check the following Readme File Check the README file for the latest product information The README file is located in the directory where you installed the product Product Documentation We ve spent a great deal of care and time to make sure the Total Access Emailer manual and help file are very detailed Check the Table of Contents and Index for your question and read the appropriate pages Web Site Support The FMS web site contains extensive resources to help you use our products better Resources include product updates frequently asked questions FAQs forums information on new versions betas and other resources Web Sit
26. override this with another table name This is particularly useful when you want to allow users to make modifications without affecting your original settings Just make a copy of usysTEmailerEmbedded and reference the new table name If you don t pass a parameter usysTEmailerEmbedded is used Limitations When you run email blasts programmatically Total Access Emailer performs significantly less error checking than the interactive interface Please be aware of the following limitations before invoking the Total Access Emailer function e The Total Access Emailer function assumes that the email blast settings are correct If you edit the tables directly you are responsible for making sure you enter the right values We highly recommend that you use the interactive interface to edit email blast settings to avoid entering bad data e Total Access Emailer assumes the data source is available If it is not the email blast fails e Total Access Emailer assumes that all database security rights ability to read the data source and create auditing and error tables if necessary are granted Sample Code The Total Access Emailer sample database which is in your installation directory includes sample code for running email blasts programmatically The code is located in the form module frmProgrammaticSample Private Sub btnSendMonthlyNewsletter Click Comments Send Monthly Newsletter email blast 1 Dimistr Er rtcor AS SE
27. reports Use the same attachment for everyone or customize attachments for each message Chapter 1 Introduction e 5 Show Custom FROM Address Specify the FROM address for your emails Use the same for every email or reference a field from the data source Management Features Guarantee Success Preview Messages Before you send your email blast preview your messages by sending them to a table the screen or an email address you specify You can test with your entire list or specify a limited number of email addresses Schedule Email Blasts Easily schedule an email blast to run at a later time This is ideal if you want to send messages after hours when your mail server is less busy Send Multiple Email Blasts Send multiple email blasts one after another if you have email blasts that need to go out consecutively or if you use multiple data sources for related email blasts Avoid Outlook Automation Problems To prevent email viruses Outlook makes it practically impossible to send multiple emails programmatically You may even have to manually confirm each message individually Total Access Emailer avoids this problem by using SMTP rather than Outlook SMTP is fast and efficient and it even allows you to specify the FROM email address of your messages which can be different from your Outlook address Programmatic Features With the purchase of the Runtime License a programmatic interface is available for Access develo
28. the VBA code you can insert into a module in your database From the main menu select the email blast you d like to automate and click on the Code Generator button in the lower left Chapter 7 Professional Version e 93 amp Code Generator The Code Generator form appears to let you interactively specify the options for your email blast Email Blast Code Generator Professional Version Paste this code into your module to run this email blast programmatically Make sure the Total Access Emailer library file TAEmail_R ACCDE is referenced by this database For more details consult the user manual or online help for Programmatic Interface Options Private Function RunEmailBlast As String Comments Run a Total Access Emailer email blast Preview Customer Followup in Text Simple Text Message with Header Body and Footer Email Address Returns Error string if any No email addresses found if the data source doesn t name example com Created 2 9 Records 1 Dim strResults As String E Comments E Hourglass DoCmd Hourglass True E Restart strResults TotalAccessEmailer 1 True Form Total Access Emailer True True Display Type Form DoCmd Hourglass False Display Title RunEmailBlast strResults Total Access Emailer ksa Wine Sees F Display Results V Display Errors F Default Table Names Oo close VBA Code Generator for Automating
29. the first line in your batch file to instruct Windows to run the executable files without displaying any characters in the DOS command window You can also include comments by typing REM at the start of the line Save this file as Filename BAT where Filename is the name you chose for your batch file Note that if you do not use the BAT file extension Windows will not be able to execute it A sample batch file would look like this E RE RE RE Sg RE E3 RE CE CHO OFF Distributing Total Access Emailer and other external programs that my application needs Install Total Access Emailer silently MyAppFolder TAERUN32 EXE s Install SuperWidget 9000 MyAppFolder SUPERW EXE Install Font Program MyAppFolder FONT EXE Troubleshooting Tips If your distributed application is not functioning properly check 1 112 e Chapter 7 Professional Version TAERun32 EXE or TAERun64 EXE was run on that machine with administrator rights Total Access Emailer 2 The Server Settings are configured properly for your user s mail server By default the Server Settings are located in the usysTEmailerOptions table 3 The Total Access Emailer Library Database is properly referenced To verify this open any module and select Tools References from the menu Verify Total Access Emailer is referenced and that it is not listed as Missing If it is not referenced use the Browse button to
30. usysTEmailerOptions Table usysTEmailerOptions Table usysTEmailerSettings Table usysTEmailerSettings Table VAZipsFromTZipCodeDB Table VAZipsFromTZipCodeDB Table YOK Cancel Help YOK Cancel Help ACCDB MDB Data Source Selection ADP Data Source Selection 40 e Chapter 4 Creating Email Blasts Total Access Emailer Total Access Emailer Field Containing the Email Addresses Select the field in the table or query that holds the email addresses Emails are sent to the email address specified in each record of this field Blank values are ignored Your data source may include a display name for the recipient in addition to the email address using this syntax FMS Customer Service lt fms fmsinc com gt In the example above FMS Customer Service would be displayed in the email received by fms fmsinc com Message Subject A custom subject line gives your message a personal touch and a sense of importance when the recipient sees it for the first time For instance if your subject is Meeting with Organizer at StartTime A recipient could receive an email with this subject Meeting with Molly at 3 00 PM The subject field allows 255 characters if you use a file or a field the first 255 characters will be used and the remainder if any will be truncated If the subject you provide in the file or field contains multiple lines lines separated by a carriage return not word wrapping only the first lin
31. 0 still generates the errors table but does not display a message or open the errors table If you do not want the errors table to be generated set the error table name to a blank value in your options table the table specified by the strOptionsTbl parameter strEmailTbl string The table in the database containing the email blast settings The default value for this parameter is usysTEmailerSettings but you have the option to override this with another table name This is particularly useful when you want to allow users to make modifications without affecting your original email blasts Just make a copy of usysTEmailerSettings and reference the new table name If you don t pass a parameter usysTEmailerSettings is used strOptionsTbl string The table in the database containing the Send and SMTP options The default value for this parameter is usysTEmailerOptions but you have the option to override this with another table name This is particularly useful when you want to allow users to make modifications without affecting your original settings Just make a copy of usysTEmailerOptions and reference the new table name If you don t pass a parameter usysTEmailerOptions is used strEmbedTbI string The table in the database containing the Embedded Object information The default value for this parameter is usysTEmailerEmbedded but you have Chapter 7 Professional Version e 97 the option to
32. 001 reflecting the major version minor version and build number Since the same runtime library can be used across multiple versions for instance the TAEmailR mde is used for MDB ADP from Access 2002 through 2013 the version number reflects the latest version of Access 2013 version 15 Use the minor version and build number to verify you have the latest version Sample Code The following example displays the version number for the currently referenced runtime library Private Sub EmailerVersion Comments Displays the version of the Emailer library MsgBox TotalAccessEmailer Version End Sub Example of Calling the TotalAccessEmailer_Version Function Remember that for this sample to work Total Access Emailer must be loaded as a library in the Access Tools References menu Automating Multiple Email Blasts Total Access Emailer In some cases you may need to send multiple related messages consecutively For instance you may need to send a confirmation message to all new records in your Orders table and a separate notification message to records in a query that shows all items on backorder Chapter 7 Professional Version e 105 To send multiple consecutive emails programmatically you should generally pass the following parameter values e Ifyou are running the same email blast to notify new recipients you should have the fRestartBlast parameter in your procedure call set to TRUE 1 If you are send
33. Bulk Customer Followup Send to 3 t Customer Followup Customers Email 3 Customer Followup in Both Formats Customer Followup Customers Email 2 Customer Followup in HTML Simple Customer Followup Customers Email 1 Customer Followup in Text Simple 7 Customer Followup Customers Email Emails 14 1 of 23 gt gt I Search 4 gt Help About Code Generator Version 15 00 32 bit Suggestion Box Main Menu The commands along the top of the Main Menu provide the features you need to create manage test and send your email blasts New Click the New button to create a new email blast The Settings Editor opens to let you specify email blast options See Chapter 4 Creating Email Blasts on page 37 for details about creating email blasts Edit The Edit button opens the Settings Editor for the selected email blast Duplicate Select an email blast and click the Duplicate button to create new email blasts without starting from scratch All of the blast s settings are duplicated with the exception of the ID unique for each blast and the description prefixed with Copy of for the new copy If you always use similar settings for your email blasts and only change a few items consider creating a template email blast with your common settings and duplicate that rather than using the New button Chapter 3 Starting Total Access Emailer e 27 e Delete Select the email blast to delete and click the Delete button Afte
34. Email Blasts Code Generator Options Options There are several options that you can select Preview and automatically see the impact in the VBA ra code in the right pane e f s iam example com Preview switches between the Send and ES Preview functions If Preview is selected you 1 can specify the email address and number of records to process similar to running the preview feature interactively Comments v V Hourglass V Restart The other options relate to the parameters of Display Type f Form the TotalAccessEmailer and TotalAccessEmailer_ Preview functions Click on the Send to Clipboard button then go to your module and paste it V Display Results V Display Errors V Default Table Names 94 e Chapter 7 Professional Version Total Access Emailer TotalAccessEmailer Function Total Access Emailer The main Total Access Emailer function sends a pre defined email blast that was created with the Total Access Emailer Add In Make sure the email blast works properly via the Preview and Send buttons prior to automating it in VBA You can manually write the VBA code or use the Code Generator Procedure Definition Public Function TotalAccessEmailer _ ByVal IngEmailID As Long _ ByVal eRe cicast Bb lcisies Acs Clhe at mm BWWell GiecDasiSlleayyyjoS As Sieesine _ BW Well GherDaLsySilenWiiclke INS icicle ByVal fShowResults As B
35. HTML template file can enhance the appearance and consistency of objects exported to HTML by adding graphics background colors styles 70 e Chapter 5 Advanced Customization Total Access Emailer Total Access Emailer formatting etc HTML template files can also use tags and tokens that are unique to Microsoft Access and indicate where to insert your data For more information about HTML template files search the Microsoft MSDN library for HTML template files When you export Access reports to HTML the file does not include graphics from the report since they are not HTML format Using an HTML template file is a great way to add graphics to objects exported to HTML If you embed an Access object as the HTML message and you choose a template file that references local graphics Total Access Emailer automatically embeds the graphics in the email message However if you attach an Access object and choose a template file with graphics Total Access Emailer cannot automatically embed the graphics In attached files point to graphics that are publicly available on the Internet or a shared network drive for messages sent only to people on your network Testing and Saving Before saving the Embedded Object Specifications form use the Test button to test the filter options This opens a preview of the data that will be sent to the first recipient in your data source When you are satisfied that your embedded object specifi
36. However for broken library references Access is smart enough to look in the same folder as the database and use that so installing your database and the Total Access Emailer library in the same folder lets you support your application regardless of the drive or folder it s deployed You can also programmatically add library references with the AddFromFile command This example adds a reference to the file in the strFileName variable Dim ref as Reference Set ref References AddFromFile strFileName Refer to your VBA documentation for more information about reference commands 90 e Chapter 7 Professional Version Total Access Emailer Runtime Libraries Different runtime libraries are included in your installation of Total Access Emailer based on the Access version installed You need to choose the right library for your database and your users version of Access Runtime Library Name Access Version TAEmailR_64 accde TAEmailR accde TAEmailR mde TAEmailR2K mde 2010 and 2013 64 bit 2010 and 2013 32 bit 2007 2003 X X 2002 X 2000 X Database Support Access 2000 ACCDB 64 bit only MDB ACCDB 32 bit MDB and ADP Total Access Emailer Determine which library to reference based on the Access version s your users run Ideally you and all your users are using the same Access version If not you may need to create separate builds for each s
37. ML Template File See page 70 Testing and Saving See page 71 Chapter 5 Advanced Customization e 73 Chapter 6 Testing and Sending Email Blasts Once you ve customized and saved your email options you re ready to send the messages This chapter explains how to test prepare for and send your email blasts Topics in this Chapter gt Email Blast Report gt Previewing an Email Blast gt Launching the Email Blast gt Send Options gt Status While Sending Messages gt Sending Multiple Email Blasts gt Viewing the Results Total Access Emailer Chapter 6 Testing and Sending Email Blasts e 75 Email Blast Report After configuring your email blast it may be helpful to review detailed information about its settings Click the Report button on the main menu to open the Email Blast Report Monthly Invoices Basics ID 17 Data Source Customers Email Fide Email Subject Monthly Invoices for Company Name Use field references Format Text and HTML Designating Text or HTML Message Message Options Field for Text or HTML Priority Normal C Request a ddivery receipt When fidd value equals Sensitivity Normal C Request a read receipt Send this message type Address es From taemailersample tm sinc com Mailing Standard Cc Address Bee Address Text Header None Text Body File F Use field references Can Shrink C InvoiceLetter bt Email Blast Report The report contains
38. Object Type Use the options at the top of the form to specify the object to embed First select the type of Access object type to embed table query view or report Embedded Object Type Then select the name of the object Embedded Object Name Filter Options Use the Filter options to customize the data that is sent to each recipient The syntax is similar to the way Access handles linked subforms and subreports No Filter Select the No Filter option to send all data to every recipient No Filter every recipient gets the same data Embedded Object No Filter When this option is selected every email contains the same data One Field Select the One Field option to filter the embedded object by specifying a field in the embedded object to match with a field in the data source One Field Filter your embedded object for each email by specifying the field to match with a field in the Data Source Report Field CustomerID v Data Source Field ID v Embedded Object One Field Filter For example if your data source is a list of Customers and your embedded object is an Invoice report match the CustomerID field from the Invoice report to the ID field from the Customers table to only send customers their own invoices Chapter 5 Advanced Customization e 67 Multiple Fields Select the Multiple Fields option to filter the embedded object by matching multiple field
39. PDF format Here s Your Data Customers Email 20 Invalid Zip Code with Audit Table K Please select a valid Zip Code BadCustomerZipCodes Email 19 Welcome Letter with Auditing Upda Field WelcomeEmailSubject Employees Email 18 Monthly Newsletter with Auditing L Newsletter for ContactName Customers Email 17 Invoices Attached with Advanced Fi Your Invoices Customers Email 16 Invalid Zip Code Attached Filtered Please select a valid City State Zip Combine BadCustomerZipCodes Email 15 Product List and Catalog Attached Product List and Catalog Employees Email 14 Invoices Embedded with Advanced Customer Invoices Customers Email 13 Invalid Zip Code Embedded with Mi Please select a valid zip code BadCustomerZipCodes Email 12 Invoices Embedded Filtered Uses a Your Invoices Customers Email 11 Product List Embedded Uses an emt Updated Product List Please Review Employees Email 10 Welcome Letter from Fields Pulls tr Field WelcomeEmailSubject Employees Email 9 Monthly Newsletter with Address Oj Newsletter for ContactName Customers Email 8 Monthly Newsletter in Text or HTML Newsletter for ContactName Customers Email 7 Sale Products with Message Option Special Sale on ProductName OrdersForSpecialSaleProdu Email 6 Sale Products with Field Refs Shrinl Special Sale on ProductName OrdersForSpecialSaleProdu Email 5 Sale Products with Field Refs Uses Special Sale on ProductName OrdersForSpecialSaleProdu Email 4
40. The TotalAccessEmailer_SMTP_IsValid function has these parameters strOptionsTbl string Optionally specify the table in the database containing the Send and SMTP options The default value is usysTEmailerOptions Sample Code The following sample code validates the SMTP settings Private Function CheckSMTPSettings As Boolean Comments Checks the SMTP server settings Returns True if the settings are valid Dim strError As String Serbs nO re ocal RNeees Enimie amo Ml Pal SVa CheckSMTPSettings strError End Function Example of Calling the TotalAccessEmailer_SMTP_IsValid Function Remember that for this sample to work Total Access Emailer must be loaded as a library in the Access Tools References menu Chapter 7 Professional Version e 103 TotalAccessEmailer_Email_IsValid Function The TotalAccessEmailer_Email_IsValid function tests a string to see if it s a valid email address with syntax like name domain For instance it makes sure there are no spaces an sign text before and after the text after the has a period etc It does not check whether the email or domain actually exists Procedure Definition Public Function TotalAccessEmailer Email IsValid strEmail As String As Boolean Return Value The function returns True if the string meets the email syntax check and False if it fails A blank string also returns False Parameters The TotalAccessEmailer_Emai
41. Wizard on page 16 for information on how to check for the availability of updates Technical Papers Tips and Tricks FMS personnel often speak at conferences and write magazine articles papers and books Copies and portions of this information are available to you online Learn about our latest ideas and tricks for developing more effectively Links to Other Development Sites Jump to other locations including forums user groups and other sites with news techniques and related services Total Access Emailer Chapter 2 Installing Total Access Emailer Total Access Emailer includes an automated setup program to get you up and running as quickly as possible This chapter explains the versions that are available system requirements installation steps and instructions for uninstalling Total Access Emailer It also includes important information about setting up an SMTP Server Topics in this Chapter gt Versions Available gt System Requirements gt Installing the Program gt Using the Update Wizard gt Uninstalling the Program gt Using an SMTP Server Total Access Emailer Chapter 2 Installing Total Access Emailer e 13 Versions Available Standard vs Professional Version Total Access Emailer is available in two versions The Standard Version is for end users that do not need the programmatic interface or redistribution rights It includes all the interactive features of Total Access Emailer The Professiona
42. an explicit name for the zip file Zip File Name to compress all attachments compressed zip You can add a password for additional security The password is applied to your zip file and your recipient will need it to extract the files from it Optional Password password Use Field References for Unique File Names and Additional Security You can also provide these values from fields in your data source For instance rather than compressed zip you can use ZipFileName to use the value from that field Be sure your field contains the name of the file including the zip extension If your field doesn t have the extension you can add it in the field like this Organization zip The password can also reference a field name Zip File Name to compress al attachments Organization zip Optiona Password LastName Auditing Tab Total Access Emailer includes optional auditing features to track when you sent an email to each recipient Audit information can be stored ina date time field in the data source or in a separate table 52 e Chapter 4 Creating Email Blasts Total Access Emailer Total Access Emailer Ta Basics Addresses Text Header l Text Body Text Footer HTML Attachment Auditing Statistics Audit Field Update this Date Time field in the table with Email Addresses to show when it was emailed useful for handling failures during processing or sending to people who did not receive yo
43. at attach files send filtered data and reports embed Access objects and use field values to create unique personalized emails for each recipient You can even maintain audit trails to track who was contacted when they were emailed and what they received Designed Exclusively for Microsoft Access Total Access Emailer is designed specifically for Access with an intuitive easy to use interface Tightly integrated into Access it runs as an add in and includes an interactive Wizard like user interface making it easy to customize your email blasts right in Access Choose any table or query in your database specify the email field and you re ready to contact everyone in your list You can use field references to send personalized emails and even attach files and embed filtered Access tables queries views and reports Your email blast settings are automatically saved in your database for reuse and sharing with other users For optimal performance your databases should be regularly compacted and backed up If you do not have an automated process in place consider Total Visual Agent from FMS which automates these administrative chores For more information and a demo visit www fmsinc com 4 e Chapter 1 Introduction Total Access Emailer Program Highlights Total Access Emailer Unlimited Custom Emails Send Email to Everyone Easily send email to a list of email addresses from a table or query Emails can be sent i
44. at any Cc and Bcc addresses you specified in your email blast are ignored to prevent actual recipients from receiving your email This applies to both standard and bulk mailings To verify the To Cc and Bcc addresses send the preview to the screen or table When you send the email to an email address your SMTP settings must be correct See SMTP Settings on page 31 for more information Perform Audit Features Check the Perform Audit Features check box to track the email blast with the settings specified on the Auditing Tab see page 52 W Perform audit features When you perform audit features during preview only the emails that you preview are audited That is if your data source contains 100 email addresses but you only preview 5 only the 5 that you preview are tracked When you perform audit features your data is updated exactly the same as when you send the email blast The audit field or table might reflect that an email was sent to a particular record when in fact that record was only included in the preview Because of this you should not perform audit features if you plan to resend an email blast to people who did not previously receive it Verifying Results Always take the time to verify your email This should include checking the FROM address subject line attachments and message text You should also verify that all field references are properly replaced by field values Verifying Data In addition to pr
45. at was sent Remember that the more fields you store the larger the table becomes If disk space is a concern consider not including the optional fields Statistics Tab Total Access Emailer automatically tracks certain statistics for your email blasts The Statistics tab displays historical information about the email blast and the times it was sent Basics Addresses l Text Header Text Body Text Footer HTML Attachment Auditing Statistics This Email Blast s Historic Statistics Last Email Blast Statistics First Time Sent 11 19 12 25 09 PM Started 2 23 9 29 45 PM of Times Started 712 Restarted Total Messages Sent 7 951 Finished 2 23 9 29 48 PM Last Time Finished 2 23 9 29 48 PM Duration 00 00 03 Messages Sent 1 Creation and Modification Information for this Email Blast Created By Michelle Date Created 11 19 12 22 27 PM Last Modified By Luke Last Modified 1 23 2 13 34 PM X cancel Help Settings Editor Statistics Tab This Email Blast s Historic Statistics This section displays the overall history of the email blast including the first time the blast was sent the number of times the blast was sent the total number of messages sent since it was created and the last time finished completed without cancellation or failure Last Email Blast Statistics This section displays information about the last time this email blast was sent including when it was started when
46. atabase e _usysTEmailerOptions Contains information about the Options Form See Send and SMTP Options on page 28 for details about these settings e _usysTEmailerSettings Contains one record for each email blast and holds the configurations specified in the Settings Editor See Chapter 4 Creating Email Blasts on page 37 for more information on the options stored in this table e usysTEmailerEmbedded Contains one record for each embedded Access object and holds the configurations specified on the Embedded Object Specifications form See Embedded Objects on page 62 for more information about embedded objects These tables are generally hidden and only appear in the database s list of tables if you are viewing system objects To see these tables right click on the top bar of the Navigation Pane select Navigation Options and check Show System Objects NOTE Although you can edit the scenario tables we strongly recommend that you do not do this directly Use the Total Access Emailer add in to modify the tables to ensure data validation occurs Changing the Address for Test Emails 88 e Chapter 7 Professional Version To ensure that your mail server is configured properly and Relay is enabled Total Access Emailer sends a test message at various times using a known email address taemailersample fmsinc com as the FROM address and the TO address Some networks and mail servers however disallow sending this message Fort
47. back to back To send multiple email blasts select Send to Multiple Lists from the Email Selection List screen Send to multiple lists Then click the Next button to go to the List Selection page Select Multiple Email Blasts Use the List Selection page to select multiple email blasts to send consecutively Total Access Emailer Chapter 6 Testing and Sending Email Blasts e 83 _ E Total Access Emailer Select Multiple Email Blasts Email Blasts to Select ID Description Subject Table la 23 Continuous Emailer Demonstrates Field Subject tblContinuousEmaile Tt 22 Attaches each customers invoices z Invoices for ContactName Customers B 21 Attached data in PDF format Here s Your Data Customers Erl 20 Invalid Zip Code with Audit Table K Please select a valid Zip Code BadCustomerZipCode Er 19 Welcome Letter with Auditing Upda Field WelcomeEmailSubject Employees 18 Monthly Newsletter with Auditing U Newsletter for ContactName Customers 17 Invoices Attached with Advanced Fi Your Invoices Customers 16 Invalid Zip Code Attached Filtered Please select a valid City State Zip Combine BadCustomerZipCode Er 15 Product List and Catalog Attached Product List and Catalog Employees 14 Invoices Embedded with Advanced Customer Invoices Customers 13 Invalid Zip Code Embedded with Mi Please select a valid zip code BadCustomerZipCode Er 12_ Invoices Embedded Filtered Uses a Your Invoic
48. cations are correct click OK to return to the Settings Editor Attaching Embedded Objects Total Access Emailer allows you to specify one or more objects to attach to your emails see page 50 for details In addition to attaching objects from a file or a field in your data source you can also attach embedded Access tables queries views and reports Embedded attachments can be sent as html portable document format PDF rich text rtf snapshot snp txt or Excel xls xlsb xlsx files NOTE SNP format is only available if you have the Snapshot Viewer installed It is not available in Access 2010 or later The PDF XPS XLSB and XLSX formats are only available in Access 2007 and later The Attachment tab includes this grid for managing embedded attachments Chapter 5 Advanced Customization e 71 Attach Embedded Objects ObjectType Object Name Filtered Skip IfEmpty Format Attachment Name At Add Tabie VAZipsFromTZipCodeDB 7 7 html Valid cities for your zip code ht 7899 _ Table VAZipsFromTZipCodeD8 v v tf Valid zip codes for your city an P Edit Table VAZipsFromTZipCodeDB W m xis All valid zip codes in your state EE ieni Ui Duplicate i Delete Embedded 4 1 of 3 gt dle K No Filter Search _ E Delete Attach Embedded Objects The following options are available ata Opens the Embedded Object Specifications form to let you attac
49. ce assume you use these specifications Customer Information FirstName LastName Company Address1 Address2 City State ZipCode Sample Text Specifications If some of the values are missing and Can Shrink is not checked the text may appear with blank lines 60 e Chapter 5 Advanced Customization Total Access Emailer Customer Information Molly Pell FMS Inc 8150 Leesburg Pike Suite 1150 Vienna VA 22182 Sample with No Address2 With Can Shrink selected blank lines are removed Customer Information Molly Pell FMS Inc 8150 Leesburg Pike Suite 1150 Vienna VA 22182 Sample with No Address2 The Can Shrink option removes the line with a field reference that doesn t exist If the line has any text other than spaces it is not removed HTML Messages For HTML messages with Can Shrink checked Total Access Emailer replaces field references with a blank value and removes any blank space around it However the complexity of HTML tags prevents the removal of HTML codes including paragraph settings without risking the integrity of the entire message Some HTML browsers may display blank lines when Total Access Emailer replaces a field reference with a blank value however many email readers automatically shrink multiple blank lines for display so the message displays properly Source Options Total Access Emailer Several of Total Access Emailer s settings inc
50. cting Technical Support Total Access Emailer Table of Contents e vii Total Access Emailer Welcome to Total Access Emailer Thank you for selecting Total Access Emailer for Microsoft Office Access We hope it helps you leverage your email address data to communicate with your contacts better than ever Total Access Emailer is developed by FMS Inc the world s leading developer of Microsoft Access products In addition to Total Access Emailer we offer a wide range of products for Access developers administrators and users e Total Access Analyzer database documentation e Total Access Admin database maintenance control e Total Access Components ActiveX controls e Total Access Detective difference detector e Total Access Memo rich text memos e Total Access Speller spell checking e Total Access Startup managed database startup e Total Access Statistics statistical analysis program e Total Visual Agent maintenance and scheduling e Total Visual CodeTools code builders and managers e Total Visual SourceBook code library e Total Zip Code Database city and state lookup lists e EzUpData share your data reports and files over the internet Visit our web site www fmsinc com for more information We also offer Sentinel Visualizer an advanced data visualization program that identifies relationships among people places and events through link charts geospatial mapping timelines social network analy
51. ction 105 sample code 104 105 troubleshooting 112 115 23 U uninstalling 17 Update Wizard 16 updates 12 16 Urdu 8 US Letter 34 user defined functions 59 usysTEmailer_Temp 25 usysTEmailerEmbedded 24 88 usysTEmailerOptions 24 28 88 113 usysTEmailerSettings 24 88 V VBA functions 9 59 VBA library reference 89 versions 14 latest 7 previous 10 W web site 11 X XPS Files 62 Z zip file 7 52 Index e 123
52. d how many messages were sent whether problems errors were encountered and how many bad email addresses there are Each row shows a separate email blast Restarting the Email Blast If an email blast was interrupted for any reason Total Access Emailer allows you to restart it provided that you have enabled the Audit Field to clear and update a date time field when each blast is sent These email blasts have the Restart Possible column checked Click the Restart button to send emails to these lists When you restart these email blasts Total Access Emailer sends the email only to people to whom it was not sent previously recipients with a null value in the date time audit field Results Report Total Access Emailer provides a results report for the email blast Click the Preview Report button to preview and print the report Total Access Emailer Chapter 6 Testing and Sending Email Blasts e 85 Email Blast Results Errors if any ID Description Monthly Newsletter Subject News letter for ContactName Table Name Customers Email Field Email Description Sale Products Subject Special Sale on ProductName Table Name Orders F orSpecialSalePr oducts Email Field Email Started 12 22 11 45 29 AM Ended 12 22 11 45 01 AM Messages Sent 10 Bad Emails 0 Started 12 22 11 45 01 AM Ended 12 22 11 48 15 AM Messages Sent 4 Bad Emails 0 Email Blast Results Report This report prints in US Letter o
53. dates your connection settings and warns you if there is a problem connecting If there is a problem connecting please check the following 1 Enter the correct connection type name and logon information for the mail server 20 e Chapter 2 Installing Total Access Emailer Total Access Emailer 2 Ensure your mail server is configured to allow relay 3 If you expect to send emails from addresses other than your logon make sure your SMTP server allows this Firewall Issues Local Firewall Implementations You may have a firewall on your local system that is preventing outgoing traffic for this program The most common symptom of a firewall issue occurs when your email blasts are being sent without any visible error messages but your recipients are not receiving the email For example if you are using Microsoft Internet Information Services the email messages will collect in the Queue folder but will not be sent out In this case you must resolve this issue by setting your local firewall software to allow outgoing traffic for Total Access Emailer Please consult the documentation for the firewall software you are using to resolve this issue Network Firewall Implementations Please note that the firewall settings on the SMTP Settings tab of the options form apply if you have installed a firewall at the network level If you have a local firewall installed please ensure that this firewall allows Total Access Emailer to access the
54. e e One or more of your email blasts include embedded tables queries views or reports in text format either as the text message or as an attachment and e Any of your application users are running Access 2002 When you install Total Access Emailer2003 or 2002 a file named Access2002Code txt is written to your installation directory This file contains this procedure Total Access Emailer Procedures Total Access Emailer includes six VBA functions that are available to you when you reference the Total Access Emailer Runtime library e TotalAccessEmailer Main Total Access Emailer function which sends a pre defined email blast e TotalAccessEmailer_Preview Preview an email blast by sending a specified number of records to an email address of your choice e TotalAccessEmailer_SendOne Sends an individual email with all the parts defined as parameters e TotalAccessEmailer_SetPasswords Encrypts and sets the passwords for the mail server and firewall e TotalAccessEmailer_SMTP_IsValid Tests the SMTP settings to verify that they are valid e TotalAccessEmailer_Email_IsValid Tests a string to see if it meets email address syntax e TotalAccessEmailer_Version Returns the version of the Total Access Emailer runtime library Details about each function follow Code Generator Total Access Emailer To simplify your creation of the code to run your email blasts Total Access Emailer includes a Code Generator feature to create
55. e The FMS web site is located at www fmsinc com News and important announcements are posted here The main support page is located at http support fmsinc com From this page you can quickly locate the other support resources Product Updates FMS takes product quality very seriously When bugs are reported and we can fix them we make the updates available on our web site If you are encountering problems with our product make sure you are using the latest version Product updates can also be checked using the update wizard See Using the Update Wizard on page 16 for details 116 e Chapter 8 Troubleshooting and Support Total Access Emailer Frequently Asked Questions FAQs Common questions and additional information beyond what is in the manual is often available from our FAQs Microsoft Patches Our support site also includes links to Microsoft patches that are related to our products Make sure you re using the latest versions by checking here or visiting the Microsoft site Technical Support Options Total Access Emailer FMS is committed to providing professional support for all of our products We offer free access to our online FAQs and forums Bug reports feature requests suggestions and general pre sales questions related to our products are always available at no cost Additional maintenance plans are available to provide subscribers with enhanced technical support This is the best way for y
56. e From email address by using this syntax FMS Customer Service lt fms fmsinc com gt In the example above FMS Customer Service would be displayed in the email and the From address would be fms fmsinc com TO Address Options Emails can be sent individually to each email address or in bulk with one message for many email addresses Individual standard emails support customization for each recipient and appear to be individually sent Bulk emails are faster to process but are less personal Standard A separate email is sent to each email address in the list The single recipient is the only email address that appears in the TO line of the email The use of field references for the subject and message provides individual customization that s not available in bulk emails making the message feel more personal Selecting Standard also supports the Text and HTML Message Format option for each recipient Bulk Mailing A bulk email sends one email to multiple email addresses at the same time This gives the message a much less personal feel since the recipient s email address does not appear in the TO line and since other email addresses may also be shown If you use field references the data from the first email in each group is used to customize the message The options for a bulk mailing are e To address for sending bulk mailing messages This email address appears in the TO line of the email and it receive
57. e MyDomain com gt Hint Use MyName lt name domain com gt to display MyName File ee Retrieve text from this file 5 Field From Address is a field in the data source TO Address Options Standard one email message to each email address Bulk Mailing one email message is sent to multiple email addresses at one time This option does not support field references in your message since the same message goes to multiple recipients Optional Settings Hint Use brackets to reference a field in the data source For every message sent include a Cc to this email address for multiple addresses separate each address with commas For every message sent include a Bcc to this email address for multiple addresses separate each address with commas X Cancel Help Settings Editor Addresses Tab FROM Address The FROM address of the email lets the recipient know who sent the email This can be different from the FROM address used on that machine s Outlook or other email program Only one FROM address can be used If the file or field includes multiple lines only the first line is used The FROM address can be specified directly as text from a file or from a field For more information see Source Options on page 61 Chapter 4 Creating Email Blasts e 43 44 e Chapter 4 Creating Email Blasts You can optionally enter the display name of the sender in addition to th
58. e is used The subject of the email can be specified directly as text from a file or from a field For more information see Source Options on page 61 Message Format The format used to send the message e Text Only Message is sent as plain text e HTML Only Message is sent in HTML format only e Text and HTML Some recipients receive text and others receive HTML The format for each recipient is based on the field that you specify or by the recipient s email client Chapter 4 Creating Email Blasts 41 42 e Chapter 4 Creating Email Blasts Designating Text or HTML Message If you choose Text and HTML as the format you can specify the field and value to determine the message format for recipients or send both formats and let the recipient s email client determine which to display Designating Text or HTML Message Field for Text or HTML EmailFormat Leave blank for both formats When field value equals HTML Send this message type HTML Designating Text or HTML Message Field for Text or HTML The field that determines which format to use for each recipient Leave this field blank to send both messages If the recipient s email supports HTML they will see the HTML message otherwise they will see the plain text message When Field Value Equals The value to look for in the specified field For Yes No fields use a 1 for Yes True or a O for No False Send this Message Type The for
59. ed on one machine The Total Access Emailer setup program detects the appropriate version and installs it on your machine Compress Attached Files into One Zip File Total Access Emailer can automatically compress all your file attachments into one zip file that is emailed to your recipient You can even add a password for additional security The name of the zip file and password can be explicitly provided or be specified by fields in your data source These features are on the Attachment tab when editing an email blast Customize Attached File Names Based on Field Values Total Access Emailer now supports field references for embedded object names Previously the object names were fixed values Now you can use Chapter 1 Introduction e 7 8 e Chapter 1 Introduction the value from another field for all or part of its name For instance you can have a report attached as a PDF file named Invoice InvoicelD pdf and have the value in the InvoicelD field be part of the file name Attachment File Extension Automatically Updated When specifying the output format of an attachment the extension for the file name is automatically changed based on your selection So switching from HTML to PDF automatically updates the file name from a HTML to PDF If you give your file name a non standard extension it is not modified International Extended Character Support Total Access Emailer supports text and HTML emails containing non Roman
60. end and SMTP OPTIONS sioneer aa A E RES 28 Send OPtlOMSs sxcseicsesse eed arrarena aE a EEE EEEN AN EEEE 29 SMMP Setting Snaren a a E A E 31 REPONt OPtlONS estesscvcdins canes tvecaucsand cance ceccaues ans cavancescdeceans cance EEEE NE AREARE 34 Chapter 4 Creating Email Blasts ccccccsssssccssssscsccesssssccessssseeeeses 37 Email OVerviEW wocescassccescas ss cechacccsvessisdide saceeevessiidiisceadantctiatedectnanstecenneitss 38 Ema Blast OVETVIEW senssa e e E ERE 39 Basics Ta Dirisio nne aeaa a ORE EEEE E E EEEE ONR 39 Addresses Tal ss cerecoctenasvesicpsactaatascecnagavarecaten e E E 43 Text Tabs Header Body and Footer sssssssssssessserresrssserserressessrrrensee 46 FATE Rel Dicexscnte teen tet E EE A E AEA 48 Attachment Tabirin ienna ean EERE ENES 50 Auditing TaD sisses renea nr E E E RS 52 Statistics Ta Drica anaia AE EAE ENA EEEE ENEE ENER 55 Chapter 5 Advanced Customization sssssesseesssssssssssssesesessessessessee 57 Advanced Customizations ennnen aiian 58 Field RETEreNCES iiien anra reae eE E EE e 59 SOUNCE OPTIONS sisii inisiasi aaite E andes aas 61 Embedded ODjeCS nanan a a 62 Chapter 6 Testing and Sending Email Blasts sccsssecsssscessseeeees 75 Email Blast REPON creeeren ane aaa REENA ARE 76 vi e Table of Contents Total Access Emailer PREVIEWING an EMail Blasts aen 76 Launching the Email Blast sssini enei ai 80 Send OPON S aere aeea EEE aa ea EENE EE NEEESE 81 Status While Sending
61. es separate each address with commas me MyDomain com E Perform audit features X Cancel Help Email Preview Options Form The following options are available Number of Records to Preview Specify the maximum number of records from your data source to preview Total Access Emailer retrieves your data and generates the individual emails for these records Note that for Bulk Mailings the number of messages is smaller than the number of records Where do you want to send the Email You can send the email to the screen a table or an email address Send Email to Screen Select this option to preview the emails on the screen When you click OK the Sample Messages form displays the emails Chapter 6 Testing and Sending Email Blasts e 77 Es Total Access Emailer Sample Messages From taemailersample fmsinc com ca To taemailersample fmsinc com Bee Subject Newsletter for Roland Mendel Text Message HTML Message Monthly Newsletter For Roland Mendel This email is only sent to individuals who have signed up for the FMS Newsletter Follow the instructions at the bottom of this email to remove yourself from this list THIS MONTH S FEATURE TOTAL ACCESS EMAILER The email address data in your Microsoft Access databases is a valuable asset Whether it s a list of customers prospects employees or other contacts email offers an efficient way to communicate with them Imagine the power of you
62. es Customers BY Emails 4 4 lof20 gt bi K No Filter Search ml 4 Mm Email Blasts to Send ID Description Subject Tab 3 Customer Followup in Both Formats Customer Followup Customer 8 Monthly Newsletter in Text or HTML Newsletter for ContactName Customer 6 Sale Products with Field Refs Shrin Special Sale on ProductName OrdersFor E Remove Remove All Emails 4 4 1of3 gt a Wk No Filter Search K i gt Help X Cancel Back Next List Selection Form The top pane shows a list of all your email blasts The bottom pane shows the ones you have selected to send and the order to send them By default the currently selected email blast is in this list These buttons are available Selects the currently selected email blast from the top list wv Select Ss and moves it to the bottom m Removes the currently selected email blast from the Remove bottom list and returns it to the top Removes all the selected email blasts and returns them to Remove All f the top list Reorders the email blasts within the selected email blast v list After selecting the email blasts to send click the Next button to select Send Options Send Options The Send options are identical to the options for a single email list See Send Options on page 84 for details Viewing the Results When the email blast s are complete Total Access Emailer displays the res
63. es not try to catch duplicates in your entire data set just the previous record If you want to be sure to eliminate duplicate email addresses you can create a query grouped by the email field If you use a Group By query however you cannot update an audit field so you may want to consider eliminating duplicates externally prior to running your email blast Optional Settings For both Standard and Bulk emails you can optionally include an email address to receive a Cc or Bcc For each email that goes out a copy is sent to the email address specified This is another way in addition to auditing for you to verify emails were sent If you choose to send a Bulk email with the Cc option the Cc address in the Optional Settings is appended to the Bulk email Cc The same applies for Bcc Instead of typing an email address for the Cc or Bcc option you can reference a field in your data source by referencing the field name in brackets For instance if the field containing the Cc address is named CcAddress type CcAddress in the Cc field For more information see Field References on page 59 Chapter 4 Creating Email Blasts e 45 Text Tabs Header Body and Footer 46 e Chapter 4 Creating Email Blasts There is no specific definition for what should be included in the text header body or footer you should decide what works best for you In many cases you may have no need to separate the message into multiple parts so
64. et of users e g one for Access 2000 2002 one for Access 2003 one for Access 2007 2010 or separate 32 and 64 bit versions for Access 2010 TAEmailR_64 accde for Access 2010 and 2013 64 bit TAEmailR_64 accde is the runtime library for the 64 bit version of Access 2010 and 2013 If you share your database with other users they must all be using the 64 bit version of Access This will not work with the 32 bit version of Access 2010 2013 or earlier versions of Access TAEmailR accde for Access 2010 2013 32 bit and Access 2007 TAEmailR accde is a library in Access 2007 format and supports both Access 2007 and the 32 bit versions of Access 2010 and 2013 You can use it as a library in an ACCDB database It cannot be used by an ADP or MDB database Chapter 7 Professional Version e 91 TAEmailR mde for Access 2010 2013 32 bit thru Access 2003 TAEmailR mde is a digitally signed database library in Access 2002 2003 format It is designed for MDB databases running under Access 2003 2007 or the 32 bit versions of Access 2010 and 2013 This library does not work for Access 2000 or 2002 TAEmailR2K mde for Access 2003 2002 and 2000 TAEmailR2K mde is in Access 2000 format and is not digitally signed If you create applications for Access 2000 and 2002 users you need to reference the TAEmailR2K mde library The drawback is your Access 2003 users may receive a security warning when running your application Access 2000 and 2002 user
65. eviewing your email you should verify the integrity of your data This includes eliminating duplicate email addresses removing bad or Chapter 6 Testing and Sending Email Blasts e 79 old email addresses and making sure the data in the fields you reference is correct Launching the Email Blast After verifying that your messages preview properly and ensuring that your data is up to date you re ready to send your email blast To start sending select the email blast you want from the Main Menu and click the Send button The Send Wizard appears E3 Total Access Emailer Email Blast Selection DG Email Blast Selection Send to One or More Lists ID 1 Description Customer Followup in Text Simple Text Message with Header Body and Footer Subject Customer Followup Data Source Customers Email Field Email This Email Blast s Historic Statistics Last Email Blast Statistics First Time Sent Started of Times Started Restarted Total Messages Sent Finished Last Time Finished Messages Sent Creation and Modification Information for this Email Blast Created By Date Created Last Modified By Last Modified Send to multiple lists Help X Cancel lt 4 Back Next gt Email Blast Selection The Email Blast Selection form displays a brief description and statistics of your selected email You can either send the selected email blast or choose several email blasts to send consecutively Sending
66. exporting reports to snapshot format Filtering Embedded Objects Filtering options give you the flexibility to send every recipient a customized subset of the embedded object Similar to the way Access forms support linked subforms Total Access Emailer lets you embed objects filtered on one or more fields between the data source record and the embedded object s fields This is particularly powerful when embedding reports as your HTML message Use the power of the Access report generator to create nicely formatted reports with complex calculations and displays Manually export them to HTML to verify their appearance and then embed them in your email By filtering it on a data source field like CustomerID you can send each recipient their own report Testing Objects before Embedding Them Before embedding an object in your email use Access interactively to design and export the object to the desired format e g text HTML etc This lets you see what the output is like with the ability to modify the object and is particularly helpful when embedding a report Exporting a Report to HTML Format From Access preview your report and export it to HTML format In Access 2013 2010 and 2007 this option is on the Print Preview ribbon under the Data More command Chapter 5 Advanced Customization e 63 2 Gm Sa Ga a Refresh Excel Text PDF Email Close Print All File or XPS Preview Data ma Word SE Export the selected object
67. external program as part of your setup If the only external program you need to run is the Total Access Emailer deployment program TAERun32 exe or TAERun64 exe this limitation causes no problems However if your setup needs to run external programs in addition to this one you need to take additional steps You can use an MSDOS batch file to run multiple external programs Basically your setup program calls the batch file that contains multiple commands to run the actual external programs you need To do this 1 Create a batch file that calls each external executable program that your application s setup needs to run 2 Test this batch file on your system to ensure it works as desired 3 Include the external executables in your setup program Chapter 7 Professional Version e 111 4 5 Include the batch file in your setup program Specify the name of the batch file in the Package and Deployment Wizard Packaging Wizard as the external program to run Creating a Batch File To create a batch file that executes multiple programs 1 2 Create a new text document with a text editor such as Notepad Add a line that calls the TAERun32 exe or TAERun64 exe program Include the full path to the file Add the s parameter to hide the setup program s interface from the user Type in additional lines to call the other external programs you need to run You may also want to include the following command ECHO OFF as
68. f If you want the ability to send emails only to people you have not sent to use an audit field that is cleared each time the email blast is sent Store Audit Log in Table Select this option to activate the Audit Table feature Table Name Enter the name of the Audit Table If the table does not exist it is created automatically Overwrite Table Select this option to overwrite the table every time the email blast is sent If this option is not selected and the audit table already exists the audit log is appended to the existing data If you send many emails this table can grow very large so you ll need to monitor it In multi user environments you may encounter conflicts if an email blast is running while another instance of Total Access Emailer tries to overwrite the audit log If more than one person may run email blasts simultaneously turn off the Overwrite table option Optional Fields to Store The audit table always includes the email address and the time the email was sent You can optionally choose to store additional information e ID field The email record s unique identifier select a numeric field from your data source This is displayed in the DataSourcelD field Total Access Emailer e Subject The email s subject line e Attachment The name of the file or files attached to the message The actual file is NOT added to the audit table only the file path e Message The text and or HTML message th
69. fessional Version for developers See page 14 for details Visit our Web Site Total Access Emailer FMS is constantly developing new and better developer solutions Total Access Emailer is part of our complete line of products designed specifically for the Access developer Please take a moment to visit us online at www fmsinc com to find out about new products and updates Product Announcements and Press Releases Read the latest information on new products new versions and future products Press releases are available the same day they are sent to the press Sign up in our Feedback section to have press releases automatically sent to you via email Product Descriptions and Demos Detailed descriptions for all of our products are available Each product has its own page with information about features and capabilities Demo versions for most of our products are also available Chapter 1 Introduction e 11 12 e Chapter 1 Introduction Product Registration Register your copy of Total Access Emailer online Be sure to select the email notification option so you can be contacted when updates are available or news is released You must be registered to receive technical support Product Updates FMS is committed to quality software When we find problems in our products we fix them and post the new builds on our web site Check our Product Updates page in the Technical Support area for the latest build or see Using the Update
70. ge The mail server may or may not be configured to require authentication If your mail server requires authentication specify a logon name and password Logon Name If the mail server requires authentication type the logon name of a user with permissions to send mail through the server Logon Password If the mail server requires authentication type the password for the logon name specified above Port The port number specifies which port number Total Access Emailer uses to establish a connection with the mail server The default port number for most SMTP ESMTP mail servers is port 25 or 465 for servers that require SSL Total Access Emailer uses these values for its defaults If your mail server uses a different port number change the value in Total Access Emailer to match your mail server Firewall Settings If the computer that is running Total Access Emailer goes through a firewall to get to the SMTP server enter your firewall settings here Contact your network administrator if you have questions about your firewall settings Host Type the name of the firewall host Logon Name Type the logon name of a user with permissions to send mail through the firewall Password Type the password for the logon name specified above Port Enter the firewall port number Chapter 3 Starting Total Access Emailer 33 Type Select the firewall type None Socks4 Socks5 Proxy or Pipe International Text Encoding
71. ges Total Access Emailer does not limit the number of email messages that are sent however sending a large number of email messages in a short period of time may overload your mail server or affect network performance To prevent overloading your mail server or network traffic Total Access Emailer includes options to pause after messages are sent This may be important if you are sending a lot of emails or large HTML messages and attachments Seconds to Wait After Message is Sent The number of seconds to pause after each message is sent Pause after This Many Messages are Sent In addition to the pause after each email you may add a longer pause after a specified number of email messages are sent Pause for This Many Seconds The number of seconds Total Access Emailer should pause after the specified number of messages are sent Beep After Message Sent Select this option to beep after each message is sent This is helpful if you want a continuous reminder that messages are being sent or a way to tell if the email blast slows or stops SMTP Settings The SMTP Settings tab allows you to specify the information required to send mail through your mail server Total Access Emailer Chapter 3 Starting Total Access Emailer 31 Send Options SMTP Settings Report Options Mail Server Connection Type SMTP Mail Server Name smtp gmail com Logon Name fmsinc gmail com Logon Password Fre
72. h a new embedded object Z Edit Opens the selected embedded attachment for editing 4 _ Copies the selected embedded attachment to a new 4A Duplicate row Deletes the selected embedded attachment from the Delete list When you click the Add or the Edit button the Embedded Object Specifications form opens Se Type Table iw Name VAZipsFromTZipCodeDB Filter use the data from your Data Source record to generate a custom email for each recipient No Filter every recipient gets the same data One Field Filter your embedded object for each email by specifying the field to match with a field in the Data Source Table Field ZipCode Data Source Field Zip ZipCode Zip Multiple Fields separate fields with semicolons elds Dn Advanced custom WHERE Use around the field from your data source and be sure to add single quotes around strings V Skip the Attachment if the embedded object is empty Output Format html ie Attachment File Name in Email Valid cities for your zip code htm HTML Template File if any Show the embedded Q Test object for your first email vV OK X Cancel Help Attachment Specifications Form Attaching an embedded object is identical to embedding an object as the email message explained on page 65 except for the option if the attachment
73. hange you already have an SMTP Server installed You just need to make sure your SMTP server allows Relay and you have the proper login credentials By using SMTP directly Total Access Emailer bypasses many limitations from alternatives and can send emails more efficiently Avoiding Microsoft Outlook and MAPI Limitations SMTP avoids the security limitations of Outlook and MAPI Messaging Application Program Interface which prompts the user for every email that is programmatically sent SMTP also offers the ability to send emails from any FROM address independent of the current user s Outlook profile For instance you may have email blasts that come from an accounting email address but emailed by anyone on the system when invoices are late SMTP eliminates any 18 e Chapter 2 Installing Total Access Emailer Total Access Emailer Total Access Emailer dependency on the user s machine Outlook version and whether it s running SMTP Servers Supported by Total Access Emailer Total Access Emailer supports all industry standard SMTP servers including those requiring Secure Socket Layer SSL connections In addition to Microsoft Exchange servers if you purchase Internet access your provider usually offers an SMTP server For instance AOL Comcast Cox Verizon and Yahoo Plus all offer SMTP servers for subscribers Free Gmail SMTP Server There are also free public SMTP servers Google Gmail offers a free SMTP server usi
74. ify general options for your email blasts Total Access Emailer Chapter 3 Starting Total Access Emailer e 29 end Options and SMTP Settings Send Options SMTP Settings Report Options M Email Errors Certain invalid email addresses may cause your email program to fail When this occurs the offending email address is stored in this table If you are sending bulk mailings multiple CC or BCC addresses one bad emai address may cause the whole message to fail Table to store errors TAEmailerErrors F Overwite for each email blast M Pausing Between Messages To prevent overloading your email server and Internet bandwidth a small pause occurs after each message You may need to adjust this based on the number of messages send and their size especially if you are sending large file attachments Seconds to wait after message is sent 1 You may also want to add an additional pause after a number of messages are sent Pause after this many messages are sent 30 Pause for this many seconds 10 M Beep After Message Sent E Beep after each messsage Useful for hearing if the email system slows or stops idl Save As Default Retrieve Defaults w OK X Cancel Help Options Form Send Options Tab Email Errors Certain email addresses in your table may violate email format specifications for instance Name Nothing When Total Access Emailer detects invalid email
75. in the database containing the Send and SMTP options The default value is usysTEmailerOptions Sample Code The following sample code sends a single email message Private Sub SendOneEmail Comments Send on mail messag Dim strError As String strError TotalAccessEmailer SendOne _ Friendly Name lt From fmsinc com gt _ First fimsince com Second imsinc com _ Cotinsine com VBec imsime com _ Subject Text Message lt b gt HTML Message lt b gt _ Wu 3 O WENA reem wre C S VATE EEA exc End Sub Example of Calling the TotalAccessEmailer_SendOne Function Remember that for this sample to work Total Access Emailer must be loaded as a library in the Access Tools References menu Total Access Emailer Chapter 7 Professional Version e 101 TotalAccessEmailer_SetPasswords Function The TotalAccessEmailer_SetPasswords function programmatically changes the passwords for your Mail Server encrypting them before saving them to the Options table If you change the passwords by editing the Options table directly the passwords are not encrypted For optimal security use the TotalAccessEmailer_SetPasswords function to change passwords Procedure Definition Public Function TotalAccessEmailer SetPasswords _ ByVal strLogonPassword As String _ ByVal strFirewallPassword As String _ CiieioOmel erop rons NOAS usysTEmailerOptions _ As String Return Value The function
76. information about all of the settings and statistics for the email blast organized by the tabs on the Settings Editor Preview the report to ensure that the settings are correct or print it for your records This report prints in US Letter or A4 format depending on the settings you selected on the Options form To change the paper size click the Options button and modify the setting on the Report Options tab Previewing an Email Blast Before sending an email blast to your recipients it s critical to test and verify your message Total Access Emailer includes a powerful Preview feature which makes it easy to check your email blast Always preview messages prior to sending an email blast Use the preview options to ensure that any field references are replaced properly and that the From To Cc Bcc and subject fields are correct You should also review the message text to ensure that there are no errors or typos From the main menu select the email blast to test and click the Preview button to open the Preview Options form 76 e Chapter 6 Testing and Sending Email Blasts Total Access Emailer Total Access Emailer F E3 Total Access Emailer Preview Options Email Preview Options Number of Records to Preview 10 Where do you want to send the Email Send email to screen Send email to this table TAEmailerPreview Send all the emails to this email address To send to multiple email address
77. ing to the entire list use FALSE 0 e Set fShowResults to FALSE 0 If set to TRUE 1 the results display requires user interaction before processing the next email blast e Set fShowErrors to FALSE 0 If set to TRUE 1 the errors display requires user interaction before continuing processing Public Function SendNewsletters Comments Send 2 newsletters consecutively Dim strError As String Sitciicoe Totalaccessimeiler 1 relse _ Minoan WW iteilse lelilsiey Ibe Se aneo WANS Strive TocrelrAccessittailer i False _ TUEOrTM T WW leila ells Tael IEE SendNewsletters strError End Function An example of automating multiple email blasts is included in the sample database in the modEmailBlasts module For a detailed list of all parameters see page 95 Running Email Blasts from a Macro If you need to schedule email blasts to run on a regular basis consider creating a macro that runs the email blasts and using an automated scheduling tool to run the macro To create a macro that runs the email blasts follow these steps 1 Create a new public function that runs the email blasts as explained in Total Access Emailer Procedures on page 93 2 Create anew macro and add the macro action RunCode 3 Inthe Function field specify the name of the function you specified in Step 1 For instance if your function is named SendToSubscribers your macro should look li
78. ions is not available in ADP Views For instance if you want to format a field to show currency sign is added for US use this Format FieldName Currency Or if you don t want to show decimals use this Chapter 5 Advanced Customization e 59 Format FieldName S Similarly you can use IIF UCase and your own functions Whatever a query can support Total Access Emailer can use For more details see the Access online help for creating custom calculations in queries Use Field References To instruct Total Access Emailer to replace field references with field values V Use field references If you reference a field that doesn t exist the text with brackets is displayed check this option unchanged This allows you to use brackets in your text in addition to brackets for field references If Use field references is unchecked text with brackets is simply treated as regular text both the brackets and the text appear in the message The Cc address and Bcc address fields do not include a Use field references check box field references are always accepted for these settings Simply enclose the field name in brackets and it is replaced with the value from your data source Can Shrink The Can Shrink option is similar to the Can Shrink property in Access reports If checked the text shrinks vertically if rows reference fields with no value 7 Can Shrink For instan
79. ior support engineer From time to time FMS may release new versions of existing products which add new features These are point releases e g from version 15 0 to 15 1 and are different from new builds that correct problems in existing features e g from version 15 00 0001 to 15 00 0002 These point releases are available for a nominal upgrade fee to existing customers Premium Technical Support subscribers receive these upgrades automatically and for no additional charge during their subscription term 118 e Chapter 8 Troubleshooting and Support Total Access Emailer NOTE Upgrades between versions for instance going from Access 2010 to Access 2013 are not considered Point Release Upgrades and are not included in the Premium Subscription Subscriptions are available for a twelve month period and may be purchased at any time You must be the registered owner of the product to purchase a subscription and the only person contacting FMS for support under the subscription Please ensure you have purchased the Subscription you need for Total Access Emailer Per Incident Our Per Incident package is available individually or by purchasing multiple incidents in advance The Per Incident support package provides telephone and email technical support from a Senior Technical Support Engineer for resolving one incident An incident is defined as a single question related to one of our products The Per Incident period is from start to
80. is empty and two additional fields Skip the Attachment if the embedded object is empty J Skip the Attachment if the embedded object is empty 72 e Chapter 5 Advanced Customization Total Access Emailer Total Access Emailer Check this option to avoid attaching the file if there s no data in your linked object Unlike embedding an object as the body of your message this does not avoid sending the email This is because you may have multiple attachments for an email with some empty and others without data To avoid sending emails to recipients without data use a query for the data source of your email blast and only select those with data to attach Additional Options Output Format Select the format of the attachment Embedded attachments can be sent as html pdf xps rtf snp txt or Excel files Note that pdf and xps formats are only available in Total Access Emailer for Access 2007 and later SNP is not available in Access 2010 or later Attachment File Name in Email Type the name to use for the attached file This name is what the email recipients see when they receive the attachment You can also reference a field in your data source to use a file name stored in your table Just refer to the field name in brackets Refer to the following sections for details about the options Embedded Object See page 67 Filter Options See page 67 Skip the Email if the Embedded Object is Empty See page 69 HT
81. istina Berglund Monthly Newslett 5 taemailersample fmsi taemailersample fmsi Newsletter for Fred Citeaux Monthly Newslett 6 taemailersample fmsi taemailersample fmsi Newsletter for Martin Sommer Monthly Newslett 7 taemailersample fmsi taemailersample fmsi Newsletter for Laurence Lebihan Monthly Newslett 8 taemailersample fmsi taemailersample fmsi Newsletter for Frank Chang Monthly Newslett Y Record 4 4 11of11 gt mM amp Search 4 m gt Preview Table The table includes fields for the From To Cc and Bcc addresses the subject attachment file names text message and HTML message An email blast may or may not have values for all of these fields depending on its specifications Send All Emails to This Email Address Select this option to send the sample emails to a specified email address This email address is used instead of the email address in your data source Sending the preview email to yourself is a great way to examine what the actual recipient sees 78 e Chapter 6 Testing and Sending Email Blasts Total Access Emailer Total Access Emailer Send all the emails to this email address To send to multiple email addresses separate each address with commas me mydomain com Send Sample Emails to My Email Address You can send the preview to multiple email addresses by separating them with commas me mydomain com you yourdomain com Send Sample Messages to Email Addresses Note th
82. ke this 106 e Chapter 7 Professional Version Total Access Emailer merRunEmailBlasts e Action al __ RunCode Action Arguments Function Name SendToSubscribers Enter a comment in this column Example of Running Email Blasts from a Macro 4 Use an automated scheduling tool such as Total Visual Agent explained below to run the macro at the desired intervals The Total Access Emailer sample database includes an example of running email blasts from a macro in the RunEmailBlasts macro Scheduling Emails with Total Visual Agent Total Access Emailer There may be times when you need to send Tota Visua an email on a regular basis For instance you may want to send two daily email Ag ent blasts a newsletter to new people in your Subscribers table and a confirmation to new people in your Orders table Total Visual Agent from FMS allows you to schedule a macro to run multiple times per hour hourly daily weekly monthly or on a one time basis Schedule Total Visual Agent to run all your email blasts automatically 1 Every 10 minutes send a confirmation email to new records in your Orders table 2 Every hour send an email to instruct new customers to download their software Every day send an email to new newsletter subscribers 4 Every week send an email to employees reminding them to turn in their timesheets 5 Every month email an invoice to all clients
83. l Version includes the Standard Version plus a programmatic interface to allow power users and developers to programmatically add email blasts to their applications for instance a button that launches an email blast or a system that continuously checks for certain criteria before triggering an email blast This version also includes a royalty free Runtime License that allows the distribution of applications with the programmatic interface to send emails to people who do not own Total Access Emailer Complete details of the Runtime License are included in the License Agreement at the beginning of the user manual Supporting Different Versions of Access Separate versions of Total Access Emailer are available for each version of Microsoft Access e Version 15 supports Access 2013 e Version 14 supports Access 2010 e Version 12 supports Access 2007 e Version 11 supports Access 2003 e Version 10 supports Access 2002 e Version 9 supports Access 2000 Each version only works from within its associated version of Access and supports all the database formats that version of Access supports For instance Microsoft Access 2013 supports database formats for Access 2007 2013 ACCDB Access 2000 and Access 2002 2003 formats Therefore Total Access Emailer version 15 supports all of these formats Since Access 2013 does not support Access Data Projects ADPs Total Access Emailer 2013 does not support ADPs Earlier versions support ADPs Please vi
84. l_IsValid function has these parameters strEmail string The email address to validate Sample Code The following example is an Event Procedure for a text box on a form named txtEmail to validate whether the user s entry is a valid email address If not a message is displayed and the entry rejected Private Sub txtEmail BeforeUpdate Cancel As Integer Comments Validate the user s email entry Avoid checking blank values Tf Nz Me txtEmail lt gt Then If TotalAccessEmailer Email IsValid Me txtEmail Then Email address is ok Else Cancel True MsgBox Email address is not valid layoyel Lie Jamel EE End Sub Example of Calling the TotalAccessEmailer_Email_IsValid Function The Nz function NullToZero is used to handle situations when the value in un the text box is null Nz converts it to a null string 104 e Chapter 7 Professional Version Total Access Emailer Remember that for this to work Total Access Emailer must be loaded as a library in the Access Tools References menu TotalAccessEmailer_Version Function The TotalAccessEmailer_Version function returns the version number of the currently referenced Total Access Emailer library Procedure Definition Public Function TotalAccessEmailerVersion As String Return Value The function returns the version number of the referenced Total Access Emailer library The version number contains three parts such as 15 02 0
85. lem that you are encountering This should include the name and version of the product your operating system and the specific problem If the product generated an error file please submit that as well Our ticketing system will let you track the progress of your issue and see the entire thread of communications and file attachments Please bear in mind that a unique issue may involve meetings between the technical support staff and product developers so your patience is appreciated Microsoft Technical Support FMS only provides technical support for its products If you have questions regarding Microsoft products please contact Microsoft technical support 120 e Chapter 8 Troubleshooting and Support Total Access Emailer Index 3 32 and 64 bit versions 7 91 108 109 112 A A4 Paper 34 Access 2002 bug 92 Access2002Code txt 93 add ins menu 26 Arabic 8 attachments 50 52 71 73 101 embedded objects 52 71 files 51 audit field 53 audit table 54 auditing 24 52 54 B beep 31 Blind Cc Bcc 44 79 body 46 bulk mailing 44 C calculated fields 59 can shrink 60 canceling 83 Carbon Copy Cc 79 Chinese 8 Code Generator 8 93 compress attachments 52 connection type 32 continuous emails 8 copy 27 customization 58 Total Access Emailer D data source 25 40 linked table 25 query 40 table 40 database backing up 4 secure 25 default settings 29 delete 28
86. lude various options for where to get their values including Subject From Address Text Header Text Body Text Footer HTML and Attachments Text The simplest way to specify a field value is to type the text that you want to use For example if you want all emails to have the subject Monthly Newsletter you could select the Text option and type Monthly Newsletter in the text box Chapter 5 Advanced Customization e 61 Message Subject J Use field references Text Newsletter for ContactName File Retrieve text from this file Field Subject is from the email table Message Subject Text Option File Instead of typing the text you can choose to reference a file containing the value that you want to use This option is useful if many email blasts use the same value For example if you always include the same signature line you can point to a text file for the Text Footer File M Email Signature txt es Retrieve text from this file Text Footer File Option If you need to update this information you can change it in the text file and it is updated for all email blasts In a multi user environment be sure the file is in a shared directory and doesn t use mapped drives that may differ among users Field You can further customize individual emails by getting values from a field in your data source This option offers the potential for unique values for each email address F
87. m into different directories Total Access Emailer is installed using an automated setup program You need Administrator rights to install the program To install the program run the Setup exe program and follow these steps Chapter 2 Installing Total Access Emailer e 15 Total Access Emailer 2013 InstallShield Wizard Total Access Welcome to the Total Access Emailer 2013 installation program Install Siied Initial Screen after Launching Setup exe 1 When prompted enter your registration information and serial number 2 Specify the destination folder for the files Be sure to read the README file for any late breaking news that is not included in this User Guide Using the Update Wizard If you are registered you should receive emails from FMS when updates are released for the products They are also mentioned in our email newsletter and on our social media Facebook page and Twitter feeds To verify you have the latest build you can use the Total Access Emailer Update Wizard with an Internet connection From the main Windows menu select All Programs FMS Total Access Emailer Update Wizard p 2s Help Readme Sample ie Update Wizard rl User Manual Web Site Update Wizard on the Windows Programs Menu 16 e Chapter 2 Installing Total Access Emailer Total Access Emailer The Update Wizard loads P FMS Update Wizard Check for Latest Version FMS Update Wizard Pre
88. mail addresses Bcc Address Bcc blind carbon copy is similar to a Cc except this email address is not visible to other recipients of the message There may be multiple Bcc email addresses Subject The topic of the message Message An email message can be a plain text message or HTML formatted message with graphics fonts styles paragraph formatting hyperlinks etc Total Access Emailer Email Blast Overview From the Main Menu click New or select an existing email blast and click Edit to display the Settings Editor 5 Total Access Emailer Settings Editor es Basics Addresses Text Header Text Body Text Footer HTML Attachment Auditing Statistics Description for your use only not used in email Monthly Newsletter with Address Options Uses a Friendly From Address and sends a Cc amp Bcc on for each email Data Source with Email Addresses Field containing the email addresses Customers a Email Message Subject J Use field references Text Newsletter for ContactName File Retrieve text from this file Field Subject is from the email table Message Format Designating Text or HTML Message Text Only Field for Text or HTML EmailFormat iw Leave blank for both formats When field value equals HTML Send this message type HTML Message Options Priority Normal e Sensitivity Normal X E Req
89. mailer the setup program places a sample database in your installation directory This database includes examples of email blasts and code for using Total Access Emailer s programmatic interface How Your Database is Affected Your Data Tables When you provide a table or query containing email addresses for Total Access Emailer to use your data is not modified The only exception is when you request an audit field to be updated with the date time the email is sent To perform auditing and avoid modifying the data table an option is available to store the audit information ina separate table Total Access Emailer Settings Tables Total Access Emailer creates three tables in your database to store your options and email blast settings e usysTEmailerOptions e usysTEmailerSettings e usysTEmailerEmbedded These tables are hidden when you are not viewing System objects in the Navigation Options dialog under Display Options The email blast settings are stored for reuse Only the settings are saved not the data so the tables take a small amount of space and the current data is always used when you send an email blast Result Tables Depending on the options you select tables may be added to your database For instance you can choose to send a preview of your email blast to a table create an audit log in a table or write errors to a table In all cases you can specify the names of these tables 24 e Chapter 3 Starting
90. mat to use when the field value is equal to the value that you specified HTML or Text Message Options Priority This setting determines the priority the recipient sees when viewing the message Urgent High Normal Low or Lowest Sensitivity This setting determines the sensitivity level the recipient sees when viewing the message Normal Personal Private or Confidential Request a Delivery Receipt Use this option to track when messages are delivered If you have this option checked you will receive a message delivery notification at the From address Total Access Emailer The delivery receipt will only work properly if the email recipient s mail server supports delivery receipts and is configured to allow automatic replies Many mail servers do not support this so you may not receive a delivery receipt from some recipients Consider using the Read Receipt option which does not require the server to send automatic replies Request a Read Receipt Use this option to track when messages are read If this option is checked you will receive a notification at the From address when the recipient reads your email Addresses Tab Total Access Emailer The Addresses tab allows you to specify email address options 3 Total Access Emailer Settings Editor 5 Basics Addresses Text Header Text Body Text Footer HTML Attachment Auditing Statistics FROM Address Text My Name lt m
91. more information 86 e Chapter 6 Testing and Sending Email Blasts Total Access Emailer Chapter 7 Professional Version This chapter describes how Total Access Emailer works the runtime libraries how to run email blasts from VBA code and how to distribute Total Access Emailer functionality with your Access applications Topics in this Chapter gt How Total Access Emailer Works gt Changing the Address for Test Emails gt Programmatic Interface gt Runtime Libraries gt Total Access Emailer Procedures gt Code Generator gt TotalAccessEmailer Function gt TotalAccessEmailer_Preview Function gt TotalAccessEmailer_SendOne Function gt TotalAccessEmailer_SetPasswords Function gt TotalAccessEmailer_SMTP_lIsValid Function gt TotalAccessEmailer_Email_IsValid Function gt TotalAccessEmailer_Version Function gt Automating Multiple Email Blasts gt Running Email Blasts from a Macro gt Scheduling Emails with Total Visual Agent gt Distributing Total Access Emailer gt Troubleshooting Tips Total Access Emailer Chapter 7 Professional Version e 87 How Total Access Emailer Works Total Access Emailer is written in Microsoft Access using its native Visual Basic for Applications VBA language with a combination of tables and forms and some SMTP email libraries Tables Total Access Emailer automatically saves your email blast settings for reuse This information is stored in three hidden system tables in your d
92. mputers to use Total Access Emailer in runtime mode Using the Package Solution Wizard in Microsoft Access 2013 The Package Solution Wizard was discontinued and is not available with Microsoft Access 2013 Using the Package Solution Wizard in Microsoft Access 2010 and 2007 If you are using the Package Solution Wizard in Microsoft Office Access 2010 or 2007 follow these steps to ensure that Total Access Emailer is configured correctly 1 When prompted for Additional Files add TAERun32 exe or TAERun64 exe for the 64 bit version This file is located in your installation folder Also include the runtime library you are using TAEmailR accde TAEmailR_64 accde or TAEmailR mde 2 After the setup is created open the file where SetupPath is the directory where you created the setup SetupPath Files Setup Setup ini 3 Append the following to the end of the Setup ini file ChainedInstall 1 Path Files TAERun32 EXE TaskType EXE CmdLine Replace TAERun32 EXE with TAERun64 EXE when using the 64 bit version In Microsoft Access 2010 the Package Solution Wizard is included with the Microsoft Access 2010 installation but it is not installed by default To install this feature modify your Office 2010 installation to install the Access Package Wizard add in Chapter 7 Professional Version e 109 110 e Chapter 7 Professional Version 4 Microsoft Office Professional Plus 2010 Installati
93. ndividually or in bulk using Cc or Bcc Personalize Email Customize the email subject and message for each recipient by referencing field values from your table or query You can even specify a field in your data containing the subject and message giving you complete control over each message Embed Access Objects Embed tables queries views and reports in your email message or as attachments Leave the data unfiltered to send every recipient the same data or filter it so it s customized for each recipient e g send recipients only their own invoices With this feature you can use Access reports to create custom HTML messages for each recipient or send the reports as a PDF file or snapshot Send Your Email Again Email blast settings are automatically saved for reuse send the email again or edit it with your latest message Send to People You Have Not Emailed An optional audit trail can be maintained to track when you sent an email to each person Easily send the same email to new people or to those whom the original message skipped because the process was interrupted Send HTML and or Text Messages Send your email in HTML or text format or in both formats You can even determine which method to use for individual recipients based on a field in your table Easily Add Attachments including Filtered Reports as PDFs Easily attach files and embed Access tables queries views and reports as attachments including PDF
94. network or Internet If your local computer goes through a network firewall to get to the SMTP server enter the firewall settings on the SMTP Settings tab of the options form see page 33 Contact your network administrator if you have questions about your firewall settings e Host The name of the firewall host e Logon Name The logon name of a user with permissions to send mail through the firewall e Password The password for the logon name specified above e Port The firewall port number e Type The firewall type None Socks4 Socks5 Proxy or Pipe Total Access Emailer Chapter 2 Installing Total Access Emailer e 21 Chapter 3 Starting Total Access Emailer This chapter explains several import concepts that you should be familiar with before using Total Access Emailer It also explains how to run the program and configure email options and mail server settings Topics in this Chapter gt Important Concepts gt Data Sources gt Starting Total Access Emailer gt Main Menu Overview gt Send and SMTP Options gt Send Options gt SMTP Settings gt Report Options Total Access Emailer Chapter 3 Starting Total Access Emailer e 23 Important Concepts There are several important concepts that you should be familiar with before using Total Access Emailer Please read this section carefully to understand how to get the most out of the product Learning about the Product When you install Total Access E
95. ng these specifications for sending from a single email address e Connection Type SSL e Mail Server Name smtp gmail com e Logon Your email account and password e Port 465 Be sure to understand the requirements and limitations of the service before using it Most have limits on the number of messages you can send in one day Commercial SMTP Providers You may also have a SMTP Server available from a commercial SMTP provider that lets you send emails with your organization s domain name rather than theirs This is becoming more common as more organizations use cloud providers for their email Contact the provider for details on sending emails with their SMTP server If you are expecting to send emails from multiple other people s email addresses make sure you have the proper logins so that you are not restricted to just one email FROM address Setting Up Your Own SMTP Server With a Windows Server operating system you can use Internet Information Services IIS to create your own SMTP Server Configuring an SMTP Server is beyond the scope of Total Access Emailer and this manual Please refer to your IIS reference for details Chapter 2 Installing Total Access Emailer e 19 Registering Your SMTP Server to Avoid Being Flagged as a Spammer Because SMTP servers allow you to send emails with any FROM address it s often abused by spammers Many spam blockers check to see if an incoming email is sent from a verified SMTP
96. of the most powerful features in Total Access Emailer they let you easily customize your emails with field values from your data source record Reference as many field names as you want enclosed in brackets similar to the way you reference fields in a query expression When the email is sent each field reference is replaced with the field value from the current record For instance if you specify the message header as Dear FirstName The bracketed text is replaced with the value in the FirstName field That is if the record s FirstName field contains Molly the recipient s message header becomes Dear Molly Using the fields in your email table or creating a query to link it to other related tables leverages the power of Access to generate personalized emails The customization possibilities are endless The following settings can be customized using Field References e Subject e Cc Address e Bcc Address e Text Header e Text Body e Text Footer e HTML Text Using Calculated Fields Expressions and Functions Total Access Emailer replaces field references with field values but does not perform calculations For instance you can t enter Sales Tax and expect the sum of those two fields Fortunately Total Access Emailer can use any field including calculated fields from a query Use the power of Access queries and its ability to support formulas VBA functions and your own functions The use of funct
97. on Options Customize how Microsoft Office programs run S E Microsoft office Microsoft Access NET Programmability Support Access Business Connectivity Service Access Business Connectivity Service Dependencies Access Templates Add ins Package Wizard Additional Wizards Typical Wizards l Microsoft Excel Microsoft InfoPath _ v Microsoft OneNote Problem solving tools and utilities X m X X D X amp E amp Total space required on drive 2 23 GB Space available on drive 6 78 GB In Microsoft Office Access 2007 the Package Solution Wizard is included in the Office 2007 Developer Extensions Using the Package Wizard in Microsoft Office Access 2003 Developer Extensions If you are using the Package Wizard in Microsoft Office Access 2003 Developer Extensions follow these steps to ensure that Total Access Emailer is configured correctly 1 Inthe list of Additional Files click Add and choose TAERun32 exe and TAEmailR mde These files are located in your installation directory 2 After the setup is created open this file where SetupPath is the directory where you created the setup SetupPath Files Setup Setup ini 3 Append the following to the end of the Setup ini file ChainedInstall 1 Path Files TAERun32 EXE TaskType EXE CmdLine For more information please refer to the documentation that Microsof
98. on returns an empty string if the email was sent without errors or the error string Parameters The TotalAccessEmailer_SendOne function has these parameters strFrom string The email address that the message is sent from strTo string The email address es that the message is sent to To send to multiple email addresses separate each with a semicolon strCC string The email address es to send a Cc to strBCC string The email address es to send a Bcc to strSubject string The subject for the email message strMessageText string The text to use for a plain text email message strMessageHTML string The HTML text to use for an HTML message Total Access Emailer strHTMLFile string Rather than setting the strMessageHTML parameter use this parameter to point to a file containing the HTML text strAttachments string Specify the path for any files to attach Separate multiple files with a semicolon intPriority integer Optionally specify the message priority 1 Urgent 2 High 3 normal 4 low 5 lowest The default value is 3 normal intSensitivity integer Optionally specify the sensitivity for the message 0 normal 1 personal 2 private or 3 confidential The default value is O normal fReadReceipt boolean If you d like the recipient to send a read receipt when they open the email set this to True strOptionsTbl string Optionally specify the
99. on the report since they are not HTML format To include graphics on reports exported to HTML use an HTML template file See page 70 for more information The HTML exports of Access reports include navigation hyperlinks to additional pages These are not included when you embed the HTML report into your email By embedding Access reports as your HTML message you can use the Access report writer to create very nicely formatted emails with data Embedding an Object as the Email Message Instead of specifying the text file or field to use for the email message consider embedding an Access object This feature lets you customize email messages based on your Access data as well as all of the features in Access The Text Body tab includes the Embedded Object option Embedded Object in TXT format see Embedded Object Option for Text Message Click the Browse button to open the Embedded Object Specifications form for the text message Chapter 5 Advanced Customization e 65 Type EE e Name Invoice RecordSource Invoices Filter use the data from your Data Source record to generate a custom email for each recipient No Filter every recipient gets the same data One Field Filter your embedded object for each email by specifying the field to match with a field in the Data Source Report Field iCustomerID ow Data Source Field CustomeriD we CustomerID CustomerID Multiple Fields
100. oolean _ ByVal fShowErrors As Boolean _ Optional ByVal strEmailTbl As String _ Optional ByVal strOptionsTbl As String _ Optional ByVal strEmbedTbl As String _ As String Return Value The function returns an empty string if the email blast ran without errors or the error string The error string is what s displayed if fShowErrors is True It could be the number of bad emails or a more serious problem with the email blast specifications or data source network hardware SMTP server etc If fShowErrors is set to False you should display this information to your user Parameters The TotalAccessEmailer function has these parameters IngEmaillD long integer The ID of the email blast to send This is the value in the ID column on the Main Menu of the Total Access Emailer add in and in the EmaillD field of the usysTEmailerSettings table fRestartBlast boolean True 1 to restart the email blast or False 0 to start it from the beginning A value of True assumes the Audit Field feature to clear and update a date time field is enabled Only records with null blank values in the Audit Field are processed Chapter 7 Professional Version e 95 strDisplayType string How to display the progress of the email blast to the user Setting Description Progress is not displayed Form Progress shows in a form similar to the one shown on page 82 StatusBar Progress shows in the Access Sta
101. or example you may want the email s From Address to vary depending on the recipient s sales representative In this case you could create a query that includes the recipient s email address as well as their sales representative s email address and point to the appropriate field for the From Address Field SalesRepEmail ww From Address is from the email table From Address Field Option Embedded Objects In addition to the data source options Total Access Emailer can embed data from another Access object such as tables queries views and reports This gives you the ability to add multiple one to many data relationships and the rich formatting capabilities of Access reports Embedded objects can be added as 62 e Chapter 5 Advanced Customization Total Access Emailer Total Access Emailer e Text Body e HTML Text e Attachments as text HTML Excel rich text format RTF report snapshot portable document file PDF and XML Paper Specification XPS formats File Formats Available by Access Version The pdf xps and xlsx formats were introduced in Access 2007 and not available in earlier versions of Access This is a built in feature of Access 2013 2010 and Access 2007 SP2 Earlier versions of Access 2007 require installing an add in which can be downloaded for free from Microsoft Visit microsoft com and search for Microsoft Save as PDF or XPS to locate this download Access 2010 does not support
102. ormation for sending one email Provide the FROM address TO address subject message etc and the email is sent using your SMTP settings Preview Email Blasts In addition to sending email blasts you can also preview the emails by sending them to an email of your choice along with the number of records to process This is similar to the interactive Preview feature from the add in which you can now incorporate in your application Update and Test SMTP Settings Two new procedures TotalAccessEmailer_SetPasswords and TotalAccessEmailer_SMTP_IsValid let you specify the passwords and test the SMTP settings The sample database includes a form you can import into your application to give your users this feature as well Validate Email Address Syntax A new procedure TotalAccessEmailer_Email_IsValid lets you quickly check to see if a string meets basic email address syntax Installation for Machine or User The setup program supports an option to install for the entire machine or just the current user Silent Installations When deploying the runtime version of Total Access Emailer the executable program to run on the user s machine can now be invoked without the user seeing it Use the silent command line parameter s when running TAERun32 EXE or TAERun64 EXE Chapter 1 Introduction e 9 Enhancements from Previous Versions 10 e Chapter 1 Introduction Version 12 0 for Microsoft Access 2007 In May 2007 FMS released T
103. otal Access Emailer 89 registration 12 119 report 28 34 35 35 85 email blast specifications 76 Report Options 34 35 reports HTML limitations 65 No Data Event 69 71 reports and HTML 63 restart email blast 81 85 results 84 results report 35 85 results table 24 Rich Text Format RTF File Attachments 62 runtime libraries 91 runtime library 89 108 runtime library version 14 runtime license i 6 14 Russian 8 S sample application 24 98 102 103 104 105 schedule email blast 82 107 seconds to wait 31 Secure Socket Layer SSL 19 33 security 25 52 send email blast 76 84 multiple email blasts 83 preparing 80 restart 81 85 schedule 82 send options 81 84 single email blast 80 send one email 99 send options 29 31 81 84 beep after each message 31 email errors 30 Total Access Emailer pause between messages 31 sensitivity 42 101 settings 28 35 Report Options see Report Options Send Options see Send Options SMTP Settings see SMTP Settings Settings Editor 27 39 56 Addresses Tab 43 Attachments Tab 50 52 Auditing Tab 52 Basics Tab 39 HTML Tab 48 50 Statistics Tab 55 Text Body Tab 46 Text Footer Tab 46 Text Header Tab 46 settings tables 24 88 setup 15 silent installation 112 silent runtime installations 9 Simple Mail Transfer Protocol 18 Simple Mail Transfer Protocol SMTP 32 single email 99 SMTP 18 32 SMTP Server free 19 SMTP Settings 31 34
104. otal Access Emailer for Microsoft Office Access 2007 with many new features Support for new database formats and field types In addition to providing support for legacy formats MDBs and ADPs Total Access Emailer 2007 supports the new Access 2007 file format ACCDB Total Access Emailer also supports the new Attachment and MultiValue field types introduced with the new database format Use the Attachment field to include attachments to your email from a field value Ability to attach Access objects in PDF and XPS files Total Access Emailer 2007 supports attaching Access objects as Portable Document Format PDF and XML Paper Specification XPS files Easily send your contacts and the copies of your reports as PDF files This requires installing the PDF XPS feature for Office Access 2007 which is available for free from the Microsoft web site See page 62 for details A New Modern Office Access 2007 User Interface Total Access Emailer 2007 includes an enhanced streamlined user interface that takes advantage of the new features in Office Access Flat transparent buttons with graphics support for color schemes and Windows Vista colors and styles are implemented Windows Vista is supported but not required Preview HTML messages in the Settings Editor and Preview form In Total Access Emailer 2007 the HTML tab of the Settings Editor and the Preview to Screen form now display a preview of the HTML message instead of the HTML code
105. ou to stay current with the rapidly changing technologies that impact project development and to ensure you are getting the maximum return from your software investment Please visit our web site www fmsinc com for the most up to date information Chapter 8 Troubleshooting and Support e 117 Access to FAQs Y Y v Access to Forums Y Y Y Minor Upgrades y Bug Fixes Per First 30 Telephone Support Y incident Days Per First 30 Email Support Y a incident Days Priority Response Time Y Y Senior Engineer Support Team Y Y Email Project for Testing Y Y Programmatic Code Assistance Y Y Major Upgrades for Current Version Vv Addition Addition not between Access versions al fee al fee Annual Fee Per Cost Included Fee Incident 1 Response generally within two business days Actual resolution may take longer depending on complexity of the issue reported 2 Custom Programming implementation is not provided in our Support Maintenance plans For products that include a programmatic interface we can provide instructions for using our programmatic interface and show examples but we do not implement this into your projects This service is available from our Professional Solutions Group Premium Subscription The Premium Subscription is the ideal option for customers seeking the highest level of support The annual fee entitles you to telephone and email technical support from a sen
106. pers to add email blasts into their applications Give your users the power of sending custom emails at the touch of a button with royalty free runtime distribution rights See Programmatic Interface on page 89 for details 6 e Chapter 1 Introduction Total Access Emailer Enhancements in this Version Total Access Emailer Microsoft Access 2013 Version The latest release of Total Access Emailer includes support for Microsoft Access 2013 and includes the features added in the previous versions It includes both 32 and 64 bit support for Microsoft Access 2013 e Version 15 0 for Access 2013 Microsoft Access 2010 and X 6 Versions The previous release of Total Access Emailer included a new version for Microsoft Access 2010 plus version X 6 upgrades for earlier Access versions With the exception of 64 bit support for Access 2010 all the enhancements are available for all Access versions These are the latest versions e 14 0 for Access 2010 e 12 6 for Access 2007 e 11 6 for Access 2003 e 10 6 for Access 2002 e 9 6 for Access 2000 Microsoft Access 2013 2010 Support for 32 and 64 bit Versions Total Access Emailer 2013 and 2010include two programs in one to support the 32 and 64 bit versions of Microsoft Access 2013 and 2010 This includes a different set of runtime libraries ACCDE files and the associated ActiveX controls in both 32 and 64 bit formats Microsoft does not allow both bit versions of Access 2013 or 2010 to be install
107. ports 63 HTML template 70 images See graphics installation 15 installation for machine or user 9 international characters 8 international text encoding 8 34 Japanese 8 K Korean 8 L library reference 89 license agreement i iv 108 limitations 98 linked tables 25 logon name 33 logon password 33 122 e Index M mail server 32 34 main menu 27 28 MAPI 18 Microsoft Office Developer MOD 110 111 Microsoft Outlook 18 multi user environments 31 N new email blast 27 new features 7 No Data Event 69 71 O option storage 28 options 28 35 Report Options see Report Options Send Options see Send Options SMTP Settings see SMTP Settings outlook 18 P Package and Deployment Wizard 111 Packaging Wizard 109 110 111 parameters 95 99 100 103 password 52 pause 31 PDF and XPS files 10 PDF File Attachments 62 Persian 8 pictures See graphics port firewall 33 server 33 press releases 11 preview email blast 76 80 send to email address 78 send to screen 77 send to table 78 preview table 24 78 priority 42 101 product announcements 11 professional version 14 programmatic 6 programmatic interface 9 89 108 calling Total Access Emailer 95 limitations 98 parameters 95 99 100 102 103 104 referencing Total Access Emailer 89 sample 98 102 103 104 105 R read receipt 43 101 Redistribution see distribution referencing T
108. pplications Other Limitations Under no circumstances may you attempt to reverse engineer this product You may not rent or lease the SOFTWARE but you may transfer the SOFTWARE and the accompanying written materials on a permanent basis provided you retain no copies and the recipient agrees to the terms in this SOFTWARE License Ownership transfers must be reported to FMS Inc in writing and are not accepted if the original developer already distributed applications using the SOFTWARE Transfer of License If your SOFTWARE is marked NOT FOR RESALE you may not sell or resell the SOFTWARE nor may you transfer the FMS Software license If your SOFTWARE is not marked NOT FOR RESALE you may transfer your license of the SOFTWARE to another user or entity provided that 1 You have not distributed applications including the SOFTWARE with the Runtime License 2 The recipient agrees to all terms of the FMS Software License Agreement 3 You provide all original materials including software disks or compact disks and any other part of the SOFTWARE s physical distribution to the recipient Total Access Emailer Total Access Emailer 4 You remove all installations of the SOFTWARE and notify FMS in writing of the ownership transfer Limited Warranty If you discover physical defects in the media on which this SOFTWARE is distributed or in the related manual FMS Inc will replace the media or manual at no charge
109. r A4 format depending on the settings you selected on the Options form To change the paper size click the Options button and modify the setting on the Report Options tab You can also reprint the report by clicking the Preview Last Email Blast Report button on the Report Options form See page 35 for details Viewing Errors If errors were encountered a message appears informing you of the number of errors The errors are stored in the table name you specified under Options E Email Errors 5 x ID EmailID Date X Error EmailFrom EmailTo EmailC EmailBc v a 1 31 10 14 4 36 00 PM Invalid Email Someone com mm 2 31 10 14 4 36 11 PM Invalid Email Molly 3 43 10 14 4 36 59 PM Invalid Email John Doe fmsinc com Record M 4 40f4 gt I ik Search 4 m gt Email Blast Errors Table If the email address is invalid i e the format is bad the record shows the Email Blast ID the date time of the error the error description Invalid Email and the bad address For other errors the record displays these fields in addition to the From Cc and Bcc addresses and the email s Subject Attachments and Text HTML message If you configured the Email Options to overwrite the errors table the table is overwritten with every email blast that encounters an error If you did not configure the Email Options to overwrite the table errors are appended to the existing table See Email Errors on page 30 for
110. r a warning message the email blast is deleted e Report Preview or print a report containing detailed information about the selected email blast s settings See Email Blast Report on page 76 for more information e Preview Before sending an email blast to your recipients it s a good idea to test it The Preview feature lets you send emails to the screen a table or a specified email address It even lets you test the auditing features See Previewing an Email Blast on page 76 for details e Send When you are ready to send your email blast click the Send button A wizard steps you through the process of selecting one or more email blasts and sending or scheduling for later See Launching the Email Blast on page 80 for more information e Options Set options for sending emails SMTP and report paper size See Send and SMTP Options on page 28 for details e Help Use the Help button to launch the online help file The help file includes all the information from the manual and is fully indexed and searchable e About The About button displays the product s version number registration information and other product information e Code Generator Interactively create the VBA code to incorporate Total Access Emailer into your Access database e Exit Close Total Access Emailer and return to your database Send and SMTP Options Before you send any email blasts you need to specify the send and SMTP Options Click the Options
111. r emails if you can combine that with all your other information for each person Total Access Emailer taps the power of Microsoft Access and email so you can generate personalized email for everyone in your table or query Messages can be in text or HIML format with attachments Use field values in your email subject and message to create unique personalized emails for each recipient You can even maintain an audit trail to know who was contacted when Visit FMS online at www fmsinc com for more information about this product and other products 1 QP Close Email 4 4 1of1 gt K i Search Preview Sample Messages The Text Message tab displays the text message that will be sent if any The HTML Message tab displays the HTML message that will be sent if any Send Email to This Table Select this option to send the emails to a table in your database and enter the name of the table for Total Access Emailer to create If it already exists a message box asks to confirm overwriting it E T EmailerPreview x Me EmailFrom EmailTo EmailCc EmailBec Subject Attach a 1 taemailersample fmsi taemailersample fmsi Newsletter for Roland Mendel Monthly Newslett 2 taemailersample fmsi taemailersample fmsi Newsletter for Maria Larsson Monthly news 3 taemailersample fmsi taemailersample fmsi Newsletter for Peter Franken Monthly Newslett 4 taemailersample fmsi taemailersample fmsi Newsletter for Chr
112. returns an empty string if the passwords were set without errors or the error string Parameters The TotalAccessEmailer_SetPasswords function has these parameters strLogonPassword string The password to log onto the Mail Server strFirewallPassword string The firewall password strOptionsTbl string Optionally specify the table in the database containing the Send and SMTP options The default value is usysTEmailerOptions Sample Code The following sample code sets the two passwords Private Sub SetPasswords Comments Sets the mail server and firewall passwords Dim strError As String strError TotalAccessEmailer SetPasswords _ MyLogonPwda FirewallPwd End Sub Example of Calling the TotalAccessEmailer_SetPasswords Function 102 e Chapter 7 Professional Version Total Access Emailer Remember that for this sample to work Total Access Emailer must be loaded as a library in the Access Tools References menu TotalAccessEmailer_SMTP_IsValid Function Total Access Emailer The TotalAccessEmailer_SMTP_lIsValid function validates the saved SMTP settings without sending an email blast Procedure Definition Buble FunceLon RocalANccesskmawler SMiP Me ESVasl cle Optional ByVal strOptionsTbl As String _ usysTEmailerOptions As String Return Value The function returns an empty string if the server settings are valid or an error string if they are not Parameters
113. ring Strineor NorcelAccessimailer 1 walese Veil YM True True End Sub Example of Calling the Total Access Emailer Function Remember that for this sample to work Total Access Emailer must be loaded as a library in the Access Tools References menu TotalAccessEmailer_Preview Function The TotalAccessEmailer_Preview function is similar to the main TotalAccessEmailer function except it lets you preview an email blast rather than sending it to the actual recipients 98 e Chapter 7 Professional Version Total Access Emailer Similar to the Preview feature from the add in you can specify the email address and number of records to process This lets your users verify if the email they ve created is ready before sending it The code for this function can be automatically generated by the Code Generator feature so you can paste it into your module Procedure Definition Public Function TotalAccessEmailer Preview _ ByVal strEmailAddress As String _ ByVal IngRecords As Long _ ByVal IngEmailID As Long _ By Vole SERe cicada B lcisice Aces OCaml mm ByVal strDisplayType As String _ BWWell SierDasiilayWiiclkSs IS Sieieilae ByVal fShowResults As Boolean _ ByVal fShowErrors As Boolean _ Optional ByVal strEmailTbl As String _ Optional ByVal strOptionsTbl As String _ Optional ByVal strEmbedTbl As String _ ANS SECT Return Value The function returns the error string or an emp
114. ror This is a problem if you are filtering a report and one of your records generates no results To avoid this possibility add a No Data event to the report Simply add an Event Procedure to the report s On No Data event by selecting Event Procedure from the drop down list Chapter 5 Advanced Customization e 69 Invoice i I Ship To Customers CompanyName 1 11 1 1 Address Selection type Report Report Format Data Event Other An On Current a On Load g On No Data Event Procedure ee On Click On Got Focus On Lost Focus On Dbl Click On Mouse Down On Mouse Up Order Date OrderDate Adding a No Data Event to a Report Click on the ss button to open the code editor E Sample Report_Invoice Code Report Option Compare Database Option Explicit Private Sub Report _NoData Cancel As Integer Cancel True End Sub New No Data Event Procedure Simply add one line to cancel the report if there is no data Private Sub Report NoData Cancel As Integer Cancel True End Sub Code to Close an Access Report with No Data HTML Template File Like Microsoft Access Total Access Emailer also allows you to optionally select an HTML template file when you embed an object in HTML format If you do not specify an HTML template file Microsoft Access provides a default scheme An
115. s If you are using a secured database be sure to log in as a user with permissions to read and create tables After the database is open launch Total Access Emailer from the Add Ins command In Access 2013 2010 and 2007 this is on the Database Tools ribbon tab under Add Ins Total Access Emailer Chapter 3 Starting Total Access Emailer e 25 HOME CREATE EXTERNAL DATA DATABASE TOOLS itr 22 Lh eg E Database Documenter R57 EA El z 5 g 5 Analyze Performance e Compactand Visual Run Relationships Object Access SharePoint Add lee Repair Database Basic Macro Dependencies gA Analyze Table Database ins Tools Macro Relationships Analyze Move Data Add In Manager Total Access Emailer Total Access Statistics Microsoft Access 2013 Add ins Menu Home Create External Data Database Tools Source Control 3 e Compactand Visual Run Relationships Repair Project Basic Macro D cie Tools Macro Relationships Analyze Tg Run Macro F Property Sheet L Database Documenter a gg a L Create Shortcut Menu from Macro Object Dependencies S4Analyze Performance Visual Relationships SQL Access Linked Table Basie 2 Convert Macros to Visual Basic C Message Bar Analyze Table Server Database Manager Analyze Move Data _ l be Add In Manager EzUpData for Access Total Access Analyzer Total Access Detective E customers Total Access Detective Prepare E Emplo
116. s a copy of each email that is sent You may leave this blank e Number of addresses per message The number of email addresses to group into each email The more you select the faster the email blast is sent The drawback is that in some email systems if one of the addresses is bad the entire email may fail no recipients in the group will receive it e How to Display Recipient Email Addresses The recipients email addresses can be displayed in the Cc line visible to all recipients or the Bcc line hidden from all recipients If it s not Total Access Emailer Total Access Emailer a group of people who already know each other select Bcc to avoid violating anyone s privacy Duplicate Email Addresses Total Access Emailer includes a special feature to avoid sending duplicate emails when using the Bulk email option When using the Standard email option you may want to send multiple emails to the same email address since your message may differ based on the field references Bulk email recipients however all receive the same message eliminating the need to send duplicate messages to the same email address While a Bulk email blast is being sent Total Access Emailer checks the current email address against the previous one If the address is identical it is skipped and an entry is made in the Errors table For this to work your data source should be a query sorting the data by email address Total Access Emailer do
117. s file Field lt Body is from the email table Embedded Object in text format E Settings Editor Text Body Tab Total Access Emailer Chapter 4 Creating Email Blasts e 47 ae Basics Addresses Text Header Text Body Text Footer HTML Attachment Auditing Statistics E Use field references Sincerely The Whole Team ewe Retrieve text from this file Footer is from the email table v OK X Cancel Help Settings Editor Text Footer Tab For each section select one of the following source options e None No text is sent for the section e Text Type or paste the text directly into the field e File Retrieve the text from a file e Field Point to a field in the data source that contains the text message The Text Body tab includes this additional option e Embedded Object Embed an Access table query view or report as the message body The embedded object can be unfiltered so that every recipient receives the same data or filtered so that each recipient s message is unique e g send customers only their own price lists For more information about message customization see page 58 HTML Tab Use the HTML tab to specify the HTML email message 48 e Chapter 4 Creating Email Blasts Total Access Emailer Total Access Emailer Basics Addresses Text Header Text Body Text Footer HTML attachment Auditing Statistics
118. s in the embedded object are referenced in square brackets and fields from the data source are referenced in curly brackets For example you may want to send customers their own invoices from today only if they owe money and the invoice is not canceled To do this use the following clauses e Match the CustomerID field from the Invoice report to the ID field from the Customers table CustomerID ID 68 e Chapter 5 Advanced Customization Total Access Emailer Total Access Emailer e Use the Date function to match the OrderDate field from the Invoice report to the current date OrderDate Date e Use the gt operator to filter for AmtDue gt 0 AmtDue gt 0 e Filter out Canceled invoices Cancel False Join these clauses using the AND operator and enter them in the Advanced filter field in this format CustomerID ID AND OrderDate Date AND AmtDue gt 0 AND Cancel False Skip the Email if the Embedded Object is Empty In some cases the filter options you specify returns no data for certain records in your data source For example assume that a customer has no unpaid invoices Instead of sending them an empty email message you can select the Skip the Email if the embedded object is empty option With this option on emails that would otherwise be blank are skipped the email is not sent No Data Event for Reports By default opening a report with no data triggers an er
119. s in the embedded object with multiple fields in the data source Separate the field names with semicolons Multiple Fields separate fields with semicolons Report Fields City State Data Source Fields City State Embedded Object Multiple Fields Filter For example if your data source is a list of incomplete addresses and your embedded object contains valid city state zip combinations match the City and State fields from the embedded object to the City and State fields from the data source to send a list of city state zip combinations Advanced Custom WHERE The Advanced option is the most complex but also the most powerful filter feature The Advanced Filer allows you to create a filter using the same expressions as a query s WHERE clause including e Field Names from the embedded object enclosed in brackets e g EmbeddedObjectField e Field Names from the data source enclosed in curly braces e g DataSourceField e Logical operators e g lt gt And Between In Like Or etc e Access Functions e g InStr Abs IsNull Len Date etc Advanced CustomerID CustomerID AND OrderDate BETWEEN 1 1 2015 AND 12 31 2015 AND Cancel false Ese eee Use around the field from your data source and be sure to add single quotes around strings Advanced Criteria Embedded Object Advanced Filter SYNTAX Since there are two sets of fields the field
120. s will not see this Important Note for Deploying to Access 2002 Users If you re sending emails with embedded objects in text format and your application may be used by people running Access 2002 you must add an additional procedure to your database Public Function TotalAccessEmailer2002 Run _ pintObjectType As Integer pstrObjectName As String pstrromeat As String Dat Output ile As SELOG pfAutoStart As Boolean pstrTemplateFile As String As String Copy ighe Part of Total Access Emailer from FMS www fmsinc com i Copyright FMS Inc All rights reserved Comments Used to work around an Access 2002 bug when exporting j embedded objects to text from an MDE Insert this in your Access application if you want to use the Total Access Emailer programmatic interface to automate your email blasts Returns Error description if any Dim strError As String On Error Resume Next DoCmd OutputTo pintObjectType pstrObjectName pstrFormat pstrOutputFile pfAutoStart pstrTemplateFile If Err Number lt gt 0 Then strError Err Number amp amp Err Description idyavel Iie On Error GoTo 0 TotalAccessEmailer2002 Run strError End Function 92 e Chapter 7 Professional Version Total Access Emailer This procedure is necessary to work around an Access 2002 error that occurs when exporting objects to text from an MDE file Be sure to include this procedure if both of the following statements are tru
121. sa Port 465 M Firewall Settings If your local computer goes through a firewall to get to the SMTP server enter your firewall settings here Otherwise you can leave this section blank Host Logon Name Password Port Type None e Support non ASCII characters with international text encoding id Save As Default Retrieve Defaults v OK i X Cancel Help Options Form SMTP Settings For additional information and troubleshooting tips refer to Using an SMTP Server on page 18 Mail Server Specify your mail server settings and login information To send emails using Total Access Emailer your mail server must allow relay Contact your network administrator if you have questions about your mail server s configuration For more information on SMTP servers see Using an SMTP Server on page 18 Connection Type Select the type of connection to use to connect to your mail server e SMTP Simple Mail Transfer Protocol is the most common protocol used to send and receive email e ESMTP Extended Simple Mail Transfer Protocol extends SMTP to supports graphics audio and video files and text in various national languages 32 e Chapter 3 Starting Total Access Emailer Total Access Emailer Total Access Emailer e SSL Secure Socket Layer is used if the server requires a secure or encrypted connection Mail Server Name Type the name of the mail server to use to send the messa
122. server for that domain To avoid having your email blocked for being an unverified sender make sure your SMTP server is registered with your domain If your SMTP server is sending from a fixed IP address that is already registered to the domain of your FROM address you should be fine SMTP Troubleshooting Tips If you encounter an error while configuring Total Access Emailer to use your SMTP server please check the following Relay Must be Enabled The mail server that Total Access Emailer uses must have Relay enabled for the IP address of the computer that is sending email SMTP Server Name If you use your network mail server follow these steps to determine the name of the mail server These steps assume that you are using Microsoft Outlook as your MAPI profile client 1 Launch your copy of Microsoft Outlook 2 Open up any mail message that was sent by a party outside of your network 3 Select Options from the message s View menu 4 Find the name of your mail server can in the Internet Headers box Example Received from YOUR ISP XXX XXX XXX XXX by YOUR MAIL SE If you decide to set up a new SMTP server the mail server name is the same as the name of the computer where you installed the SMTP service Configure the Settings After determining the mail server to use configure this on the SMTP Settings tab of the options form When you close the Options form Total Access Emailer vali
123. sis etc Visit our Advanced Systems Group at www fmsasg com for details Please make sure you sign up for our free email newsletter This guarantees that you are contacted in the event of news upgrades and beta invitations Once again thank you for selecting Total Access Emailer Luke Chung President el Chapter 1 Introduction Discover how Total Access Emailer lets you communicate with your contacts better than ever This chapter describes how Total Access Emailer helps you improve your service and generate results and provides an overview of the product and the new features in this version Topics in this Chapter gt About Total Access Emailer gt Program Highlights gt Enhancements in this Version gt Enhancements from Previous Versions gt Visit our Web Site Total Access Emailer Chapter 1 Introduction e 3 About Total Access Emailer Microsoft Office Access is the most popular database program in the world It achieved its success by solving a wide range of database problems quickly and cost efficiently Most organizations use Access databases to store contact information including email addresses for customers clients prospects employees and more Until now leveraging this data to communicate with your contacts was difficult and inefficient Total Access Emailer makes it simple by letting you generate personalized email messages for contacts stored in your tables Send messages in Text or HTML form
124. sit our website for details or to order additional versions of Total Access Emailer Supporting Older Versions of Access The programmatic interface in the Professional Version also supports all the database formats supported by the associated version of Access For example Total Access Emailer 2013 includes a Runtime Library for 14 e Chapter 2 Installing Total Access Emailer Total Access Emailer distribution to users with Access 2013 2010 and 2007 and a separate runtime library for distribution to end users with Access 2003 Features that are part of Access 2013 2010 2007 such as sending reports to PDF files are only available if Access 2013 2010 2007 is running so you ll need to limit the types of emails you create if your users are using Access 2003 If your users are using Access versions earlier than Access 2003 you ll need to get an older version of Total Access Emailer System Requirements Total Access Emailer has the following system requirements e Microsoft Access A separate version of Total Access Emailer is available for each version of Microsoft Access e Operating system processor and memory that can run Microsoft Access successfully e 30 MB free disk space to install Total Access Emailer e Use of an SMTP Server that allows relay Installing the Program Total Access Emailer You can run multiple versions of Total Access Emailer for multiple versions of Access on the same machine provided you install the
125. ss the button to verify you have the latest version installed Uninstalling the Program Total Access Emailer conforms to Windows installation and removal standards so uninstalling is similar to uninstalling other programs Start the Uninstall Process From the Windows Start Menu select Control Panel then Windows Vista Windows 7 and Windows 8 e Inthe Programs section select Uninstall a Program Windows XP e Select Add Remove Programs Select Total Access Emailer for Removal e Select Total Access Emailer from the list of installed programs e Click on Uninstall from the menu e The installation program loads Choose Remove and follow the prompts Total Access Emailer Chapter 2 Installing Total Access Emailer e 17 Total Access Emailer 2013 InstallShield Wizard Welcome Modify repair or remove the program s program This program lets you Total Access Reinstall all program features installed by the pre Remove all installed features fnstall sl cock fet or Removing Total Access Emailer After a few moments the Total Access Emailer program files and its registry entries are deleted It will no longer appear as a Microsoft Access add in Using an SMTP Server Simple Mail Transfer Protocol SMTP is the Internet standard for sending emails Microsoft Exchange uses SMTP to send its emails along with Office365 Gmail Hotmail Yahoo mail etc If your organization is already using Microsoft Exc
126. t Office Access 2003 Developer Extensions Total Access Emailer Total Access Emailer Using the Packaging Wizard in the Microsoft Office XP Developer Toolkit If you are using the Packaging Wizard in the Office XP Developer Toolkit follow these steps to ensure that Total Access Emailer is configured correctly 1 Inthe list of included files select Add and choose TAERun32 exe This file is located in your installation directory 2 On the Installation Options page check Run this command when installation is finished and type TAERun32 exe For more information please refer to the documentation that accompanies Microsoft Office XP Developer Using the Package and Deployment Wizard in the Microsoft Office 2000 Developer Toolkit If you are using the Package and Deployment Wizard in Office 2000 Developer follow these steps to ensure that Total Access Emailer is configured correctly 1 Inthe list of included files select Add and choose TAERun32 exe This file is located in your installation directory 2 On the Installation Options page check Run this command when installation is finished and type TAERun32 exe For more information please refer to the documentation that accompanies Microsoft Office Developer 2000 Running Multiple Programs from Your Setup Program If you use the setup tools included with Microsoft Office you will find that these tools only allow you to run a single
127. t Field is cleared for all records each time the email blast is sent This makes it possible to resend the email blast if it failed without sending emails to those who already received it records with a value in the Audit Field Chapter 4 Creating Email Blasts e 53 54 e Chapter 4 Creating Email Blasts If this option is not selected the audit field may already have values and the records are simply updated when the email is sent Audit Table Instead of or in addition to modifying your existing table with an Audit Field you can store audit information in a separate table InvalidZipCodeEmailLog 2 x D DataSo Date EmailFrom EmaiTo EmailCC EmailBCC Subject Attachment Messa 2 89010 1 14 39 PM Customer Service taemailersample i Please select val Valid cities for yot Dear Rola 3 89012 1 14 41 PM Customer Service taemailersample 1 Please select val Valid cities for yo Dear Pete 4 89084 1 14 42 PM Customer Service taemailersample 1 Please select val Valid cities for yo Dear Frec 5 89086 1 14 44 PM Customer Service taemailersample 1 Please select val Valid cities for yot Dear Laut 6 89089 1 14 46 PM Customer Service taemailersample 1 Please select val Valid cities for you Dear Jani Record 4 4 6of6 amp Search 4 mM J gt Audit Log Table This option allows you to keep track of the emails that were sent but does not allow you to pick up the email blast where it left of
128. the files and embedded Access objects to attach You can use the same files for everyone or send a unique set of files to each email address Total Access Emailer E3 Total Access Ernailer Settings Editor z g Basics Addresses Text Header Text Body Text Footer HTML t Auditing Statistics Attachment Files None o Files Anaa Bee i s J Docs Credit Application doc eV Add J Docs Prices discount prices xls _ tAdd i Delete Field Attachment file reference is from the email table Attach Embedded Objects Object Type Object Name Filtered Skip If Empty Format Attachment Name 4h Add tAdd Report Catalog a v pdf Report Catalog E i xps Catalog xps P Edit A Duplicate E Delete Embedded 4 lt 1of2 M YK NofFilter Search 4 gt Zip File Name to compress all attachments compressed zip Optional Password password v OK X Cancel Help Settings Editor Attachment Tab Attachment Files Select one of the following Source options for Attachments e None No files are attached e Files Use the Add button to browse for files to attach and the Delete button to remove files from the list e Field To send different files to each recipient your email source should include a field for the files to attach In the field enclose file paths in parenthesis and separate files with semicolons Recipient A
129. tion Marketing and Graphics Luke Chung Documentation Luke Chung and Molly Pell Quality Assurance Support John Litchfield Molly Pell and Madhuja Vasudevan Acknowledgements e v Table of Contents Chapter 1 IntroductiOnss siiscissscccciss case cess sccecdss case cess scestess cacecedsacestdsseeses 3 About Total Access EMailler sirosis esineen isnin 4 Prograrm Hie MiC AtS esseer neer EEE 5 Enhancements in this VersiONMusissisrsserenisiiiiisirsnssiaiennenisananess 7 Enhancements from Previous Versions cc cccesseececeeseeeeseeeeeeeesteeeeeeaes 10 Visit OUP WED SMEs unirse aana EEEE NERS 11 Chapter 2 Installing Total Access Emailer sssssscsssssceccsssseeceeeses 13 Versions Available irsinin sonnan aiai Enas 14 System RegUIreme MUS ssi ents eenei EEE EEEE EEE REEE 15 Installing the Progra sssrinin anns 15 Using the Update Wi ard cccccccccccecsessseceeececsessaeeeeeeecsessaeseeeeseeese 16 Uninstalling the Programs sisccssssnsvesssccsds catecavessnsniveosaasvvectnnssdscznavsteeznvsites 17 Using am SMTP Serye iiesccvcs ced ccecaccccelen tet cdocecedieves did secdecetecieseescdecseteevesiet 18 Chapter 3 Starting Total Access Emailer ccscsssssccssssseeccsssseeeeenses 23 Important CONCEDES ea ceracdore ccssescasaecnstcecsdencaderchecs ccvddele ETET RER 24 Data SOUNCES krici epar e AE aE EEE NAE EA 25 Starting Total Access Emialll Gi senen ea EES T EEEE 25 Main Men Overview reiini ea A E a A E ANANE 27 S
130. tions as set forth in subparagraph c 1 ii of the Rights in Technical Data and Computer Software clause at DFARS 252 227 7013 or subparagraphs c 1 and 2 of the Commercial Computer Software Restricted Rights at 48 CFR 52 227 19 as applicable Manufacturer is FMS Inc Vienna Virginia Printed in the USA License Agreement e iii Total Access Emailer is copyright by FMS Inc All rights reserved Microsoft Microsoft Access Microsoft Office Access Microsoft Office 365 Visual Studio NET Visual Basic for Applications Visual Basic Microsoft Windows Windows XP Windows Vista Windows 7 and Windows 8 are registered trademarks of Microsoft Corporation All other trademarks are trademarks of their respective owners iv e License Agreement Total Access Emailer Total Access Emailer Acknowledgments We would like to thank the entire community of developers and customers who have supported FMS over the years The reason our products are successful is due to the support and feedback our customers provide and we truly appreciate the people who trust our work to solve their development needs Thanks go to our Beta testers for their diligence and feedback and to those outside FMS who provided invaluable feedback during the design of Total Access Emailer Many people at FMS Inc contributed to the creation of Total Access Emailer They include Design Luke Chung Development Luke Chung and Scott Ellis Produc
131. to Rich Text f FA SharePoint List oT Export the selected object to SharePoint as a list nz ODBC Database Gel Export selected object to an ODBC Database such as SQL Server Refresh Excel Text PD E mail All File orXPS Data Close Print Preview Word SW Export the selected object to Rich Text SharePoint List SI Export the selected object to SharePoint as a list mm ODBC Database Export selected object to an ODBC Database such as SQL Server FE dBASE File dB Export selected object to a dBASE file Access 2010 Preview Report and Export it to HTML Format 64 e Chapter 5 Advanced Customization Total Access Emailer Total Access Emailer FEL fw Word x ws oo gt Text File Refresh Excel SharePoint PDF Close Print List or xps p Morez Preview Data Access Database oe Export selected object to an Access database pm XML File Se Export selected object to an XML file zzz Snapshot Viewer Fi Export selected object to a Snapshot Sa format file pam HTML Document Access 2007 Preview Report and Export it to HTML Format In earlier versions of Access this option is available under the File Export menu Choose the HTML Documents html htm option under Save as Type and optionally choose an HTML template HTML Limitations and Adjustments of Reports Access reports exported to HTML do not include graphics that are
132. to you provided you return the item s within 60 days after purchase ALL IMPLIED WARRANTIES ON THE MEDIA AND MANUAL INCLUDING IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE ARE LIMITED TO SIXTY 60 DAYS FROM THE DATE OF PURCHASE OF THIS PRODUCT Although FMS Inc has tested this program and reviewed the documentation FMS Inc makes no warranty or representation either expressed or implied with respect to this SOFTWARE its quality performance merchantability or fitness for a particular purpose As a result this SOFTWARE is licensed AS IS and you are assuming the entire risk as to its quality and performance IN NO EVENT WILL FMS INC BE LIABLE FOR DIRECT INDIRECT SPECIAL INCIDENTAL OR CONSEQUENTIAL DAMAGES RESULTING FROM THE USE OR INABILITY TO USE THIS SOFTWARE OR ITS DOCUMENTATION THE WARRANTY AND REMEDIES SET FORTH IN THIS LIMITED WARRANTY ARE EXCLUSIVE AND IN LIEU OF ALL OTHERS ORAL OR WRITTEN EXPRESSED OR IMPLIED Some states do not allow the exclusion or limitation of implied warrantees or liability for incidental or consequential damages so the above limitations or exclusions may not apply to you This warranty gives you specific legal rights you may also have other rights that vary from state to state U S Government Restricted Rights The SOFTWARE and documentation are provided with RESTRICTED RIGHTS Use duplication or disclosure by the Government is subject to restric
133. ttachments Bob domain com C Bob File1 pdf C Bob File2 pdf Jane domain com D Client Docs Jane doc Dave domin com C Dave Log txt D Client Docs Dave doc If you attach HTML files that include graphics Total Access Emailer cannot automatically embed the graphics In attached files be sure that any graphics are publicly available on the Internet or a shared network drive for messages sent only to people on your network For more information about these options see page 58 Total Access Emailer Chapter 4 Creating Email Blasts e 51 Attach Embedded Objects In addition to attaching files Total Access Emailer lets you embed Access tables queries views and reports as attachments These attachments can be unfiltered to send every recipient the same embedded object or filtered to be customized for each recipient e g send recipients only their own invoices Click the Add button to add a new embedded attachment See Attaching Embedded Objects on page 71 for more information Compress All the Attachments into One Zip File By default each attachment you assign becomes a separate file attached to your email Total Access Emailer lets you compress all the files into a single ZIP file that is attached to your email This is particularly useful if you have many files large files or file types that may be blocked by your recipients email server You can specify
134. tus bar in the lower left corner Sending Email 5 of 10 to taemailersample fmsinc com StatusBarDesc In addition to the progress the status bar shows the name of the email blast that is currently running Monthly Newsletter Sending Email 3 of 10 to taemailersample fmsinc com strDisplayTitle string The title for the display form and any messages If this is not provided Total Access Emailer is used fShowResults boolean True 1 shows the email blast results in a message box Total Access Emailer r S messages sent Elapsed time 00 00 06 Email Blast Results fShowErrors boolean True 1 displays a message if errors are encountered for example Total Access Emailer x Xx Data source Customers cannot be found Errors Message 96 e Chapter 7 Professional Version Total Access Emailer Total Access Emailer If bad email addresses are encountered the message box shows the number of bad emails and opens the Errors table if it exists EJ TAEmailerErrors x D Emailll Date x Error Ev EmailTo gt EmailC 1 23 330 5 01 13 PM Invalid Email taemailer sample fmsinc com 2 23 3 30 5 01 13 PM Invalid Email taemailersample 3 23 W30 5 01 13 PM Invalid Email taemailersample fmsinc New Total Access Emailer x 3 email errors encountered Record M 430f3 gt me Search 4 M gt Bad Email Addresses Message False
135. ty string if the email blast ran without errors Parameters The TotalAccessEmailer_Preview function has the same parameters as the TotalAccessEmailer function with the addition of the first two strEmailAddress string The email address to send the emails This override the TO email address of the emails you are sending IngRecords long integer Number of records to process See the parameters for the TotalAccessEmailer function on page 95 for details on the other parameters TotalAccessEmailer_SendOne Function The TotalAccessEmailer_SendOne function sends a single email that does not come from a pre defined email blast Instead all parts of the Email are passed as parameters Total Access Emailer Chapter 7 Professional Version e 99 100 e Chapter 7 Professional Version Procedure Definition Public Function TotalAccessEmailer SendOne _ ByVal strFrom As String ByVal strTO As String BywWWall sire AS Strimer ByN SIERO INS Sieiciline Bel streubject As Siecle Optional ByVal strMessageText As String Optional ByVal strMessageHTML As String CeeLomell Ewell str binnis As String YN Optional ByVal strAttachments As String OQoeiomeal Ewell iamewriomiliay As Iimeeceie 3 _ Optional ByVal intSensitivity As Integer 0 _ Optional ByVal fReadReceipt As Boolean False QoieLomell wwe sSicwOjicicmewol As Sielime _ usysTEmailerOptions As String Return Value The functi
136. u canceled the email blast the option says Restart Mailing Due to Previous Failure This lets you pick up where you left off and send your email to those to whom it was not previously sent Chapter 6 Testing and Sending Email Blasts e 81 When the Partial List option is selected the email blast is sent without clearing the Audit Field As emails are sent the Audit Field is updated for each record This feature assumes the Audit Field was not modified except by the previous use of this email blast To ensure that the Audit Field is accurate you should not perform audit features during preview if you plan to resend email blasts to people who did not previously receive it If another email blast uses the same audit field or if it is edited outside Total Access Emailer this feature may fail In multi user environments you need to ensure other users have not modified this field Schedule After selecting the recipients select whether to start the email blast now or schedule it for a later time Send Now The email blast is launched as soon as you click Finish Schedule for Later This option is useful for sending a large email blast after hours when your mail server and network are less busy When you choose this option additional fields are available for scheduling the email blast Schedule Send Now Schedule for Later Current Date Time 3 28 11 52 11 AM Schedule Email for 3 28 12 50 00 PM Day A Houf min f
137. uest a delivery receipt E Request a read receipt v OK X Cancel Help Settings Editor The following tabs are available for configuring your email blast e Basics Basic email blast information such as description data source subject message format and other message options e Addresses Options for FROM TO Cc and Bcc addresses e Text Header The header for messages in Text format e Text Body The message body main section in plain text e Text Footer The footer for messages in Text format e HTML The HTML message e Attachment Files and embedded Access objects to attach to your message with the option to create a zip file e Auditing Optional features to document what messages were sent whom they were sent to and when they were sent e Statistics Historical statistics for the email blast including creation modification dates number of messages sent etc Details for each tab and its options are provided below Basics Tab The Basics tab contains the most important settings for the email Total Access Emailer Chapter 4 Creating Email Blasts e 39 E3 Total Access Emailer Settings Editor zs Basics Addresses Text Header Text Body Text Footer HTML Attachment Auditing Statistics Description for your use only not used in email Monthly Newsletter with Address Options Uses a Friendly From Address and sends a Cc amp Bcc on for each email Data Source with
138. ults 84 e Chapter 6 Testing and Sending Email Blasts Total Access Emailer E3 Total Access Emailer Email Blast Results EA Email Blast Results Email Blast Results for Each Selected List gt ID Description Customer Followup in Text Simple Text Message with Header Body and Footer Subject Customer Followup Started 3 30 4 41 15 PM Finished 3 30 4 41 28 PM Messages Sent 10 Bad Emails 0 Errors Mill 7 Restart Possible ID 5 Description Sale Products with Field Refs Uses field references to personalize messages for each recipient Subject Special Sale on ProductName Started 3 30 4 41 28 PM Finished 3 30 4 41 33 PM Messages Sent 4 Bad Emails 0 Errors E Restart Possible ID 8 Description Monthly Newsletter Subject Newsletter for ContactName Record 4 1of3 gt gt I KI Search mM gt You can start the email process again for the lists that were not completed by pressing the Restart button If there were problems with the SMTP settings press Options Press Close to return to the main menu For partially completed email lists if it has auditing to support restarting pressing Restart sends the email to the people who did not receive the original email Preview Report 38 Options Help la Restart R Close Email Blast Results You can see some basic information about the email blast including when it was started when it finishe
139. unately Total Access Emailer allows you to customize the addresses for Total Access Emailer these test messages so that your network or mail server allows them Follow these steps to change the email addresses 1 Create a text file called Temail txt in the folder where Total Access Emailer is installed or the location of the Total Access Emailer runtime library 2 Inthe text file type the email address to use as both the FROM and TO addresses This text file should not have any text other than the single email address Note that this must be a valid email address and Relay must be enabled on your mail server for this test to succeed Total Access Emailer now uses your email address for the Relay test Programmatic Interface If you have the Professional Version of the Total Access Emailer functions are available to programmatically run email blasts send individual emails and manage the SMTP settings Easily add the power of email blasts to your Access applications and have them run at the touch of a button or schedule it to run based on an event Any email blast created by the Settings Editor can be added to your application This section describes the VBA interface to Total Access Emailer and assumes that you are familiar with using VBA and invoking functions If you are not please refer to your Microsoft Access documentation Additionally you should be familiar with using the Total Access Emailer Add In to create
140. ur email yet Emailsent F Clear this field each time Email Blast is started Field is not cleared if an incomplete Email Blast is restarted For a restart email is sent to records with a blank value in this Date Time field Audit Table F Store Audit log in a table tblEmailLog Overwrite Audit Table Optional Fields to Store date and email address are always stored ID field CustomerID T Subject T Attachment T Message X Cancel Help Settings Editor Auditing Tab In addition to documenting emails the Audit Field allows Total Access Emailer to pick up where it left off if the email blast is canceled or fails for any reason It also enables you to send the email blast to new names on your list without sending to people who already received it Audit Field The Audit Field is a date time field in your data source that is updated when Total Access Emailer sends an email to the record s email address If your data source is a query it must be updatable If you have multiple email blasts for the same table and you want the ability to restart an email blast if it fails you should have a separate audit field for each blast Update this Date Time Field Check this option to activate the Audit Field feature Date Time Field Select the date time Field to store the date and time when the record s email is sent Clear this Field With this option selected the Audi
141. yee Privileges Total Access Emailer E Employees Total Access Speller Total Access Statistics E EzUpData_Errors Microsoft Access 2007 Add Ins Menu In earlier versions of Access this is under the Tools Add Ins menu The first time you open Total Access Emailer through a database you are prompted to configure Total Access Emailer options Option Configuration Prompt If Total Access Emailer is already configured for this database this prompt is not shown For more details on setting options see Send and SMTP Options on page 28 After you configure the options the Main Menu appears 26 e Chapter 3 Starting Total Access Emailer Total Access Emailer Main Menu Overview Total Access Emailer The Main Menu is Total Access Emailer s command center use it to set up and manage your email blasts The grid shows the list of existing email blasts Click on a row to select one or use the right click menu to sort and filter the list just like any Access datasheet Navigation Pane HOME CREATE EXTERNAL DATA DATABASE TOOLS za Total Access Emailer Main Menu x i f New 2 Edit BA Duplicate Delete i Report 4 Preview i Send F Options Qe Exit iD gt Description Subject z Table EmailField 23 Continuous Emailer Demonstrates Field Subject tbiContinuousEmailer ToAddress 22 Attaches each customers invoices z Invoices for ContactName Customers Email 21 Attached data in
142. you only need to use the Text Body By separating the text message into three parts Total Access Emailer gives you the flexibility to use the same text for a section across multiple email blasts making it easier to manage email blasts and maintain consistency You can reference a file rather than using hard coded text to make it easier to update email blasts For instance you may want the end of each message to contain contact information By storing this as a text file you can easily make changes in one location while maintaining consistency If the person changes for example edit the file and all email blasts that use it are updated with the new information Three tabs are available for creating text messages e Text Header e Text Body e Text Footer The message sent is the combination of the text specified across the three tabs These three text tabs are not available if the Message Format is set to HTML Only Total Access Emailer Text Header Use field references Can Shrink Vienna VA 22182 File lze Retrieve text from this file Field lt Header is from the email table Settings Editor Text Header Tab Use field references Can Shrink Text gust checking in to see if everything is going OK with your recent purchases Please let me know if you have any questions complaints or compliments File E Retrieve text from thi

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