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Getting Contacts from Outlook into Access
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To import contacts from Outlook to Access, do the following: 1 Right-click a table and point to the Import and choose from the shortcut menu Outlook Folder, or, on the External Data tab s Import group, click the More command and choose the Outlook Folder from the context menu 2 Choose whether to Import, Append, or Link To the data on the Get External Data dialog box, and then click OK 3 Choose whether you want to import your Outlook Address Book or your Contacts folder 4 Click Next to see the data The Import Outlook Contact boxes are the same as those of the Import Spreadsheet Wizard you can choose your data and rename it as necessary
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Access 2007 lets you collect data via e-mail messages To use this feature, follow these steps: 1 If necessary, create a table or query to hold the data that you will collect with the e-mail messages Outlook will use the fields in this object to create the fields for the user to fill out in the e-mail Alternatively, you may use an existing table or query 2 Open the table or query that will be filled with data collected from e-mail messages
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3 On the External Data tab s Collect Data group, click the Create E-mail command A wizard leads you through the steps of creating an e-mail that will collect data This first page lists the major steps that you will go through Click Next
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4 In the next wizard dialog box, choose to create an HTML form or an InfoPath form The HTML form can be used by nearly all recipients, as long as their e-mail software supports HTML The InfoPath form requires that the user have Outlook 2007 and InfoPath 2007 However, the InfoPath form supports more features than the HTML form Click Next 5 Select the fields that you want to include in your e-mail form, then click Next 6 In the next dialog box, choose to collect new information or update existing information Note that you can update existing information only if the recipients e-mail
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addresses are stored in the database Click Next to set the collection processing options
7 If desired, change the location of the arriving e-mails by clicking the Access Data Collection Replies link near the top of this dialog box Determine whether you want to process replies automatically (which automatically adds data to your database if it is open) or manually process them one at a time by selecting (or not) the Automatically Process Replies and Add Data to Tablename check box You can also set properties to control the automatic processing of replies by clicking the lower link Click Next 8 Determine how you want to specify recipients e-mail addresses If e-mail addresses are in the database, you can use the second option Otherwise, select the first option: Enter the E-mail Addresses in Microsoft Office Outlook Click Next
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9 If you are using addresses from the database, the next dialog box asks you to specify the table and field containing the addresses Otherwise, you are asked to customize the e-mail message Explain why you need the data It is helpful to tell users that they need to use the mouse to click the next field, since pressing tab does not work You can also customize the message in Outlook if you are selecting e-mail addresses there Click Next 10 Click Create to create the e-mail message Once in Outlook, you can edit the message and add recipients before sending it Use the Manage Replies button in the Collect Data group of the External Data tab to see a summary of the data collection e-mails that have been sent from this database
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