Maintain Outlook Distribution List from Access

Status
Not open for further replies.
S

SoCal Rick

Hi,

I have Outlook distribution lists of up to 1,000 members. The membership

changes (to some degree) each month. I have a MS Access database which

compares the list of people who were on the list last month to the list of

people who should be in the distribution list this month. It identifies

people to remove from the distribution list and people to add to the

distribution list. Is there a good way to use MS Access VBA to automatically

make these changes to the distribution lists?

For example, last month Tony (and 145 other people) were part of the

1stComplaintHandler Email list, but have moved to other responsibilities, so

shouldn't recevie any more email for that group. At the same time, Joan (and

43 other people) have joined the group that handles 1st Complaints, so they

should be added to the email group "1stComplaintHandler".

Any help is greatly appreciated (suggestions or even articles to read...)

Thank you

SoCal Rick
 
S

Sue Mosher [MVP]

Maintaining DLs is a nightmare in the making. I don't recommend using them

at all, except for small, relatively static ones.

You could, in theory, write Access VBA code using the Outlook object model

to work with the properties and methods of the DistListItem object and do

updates. (Whether you'll be interrupted by security prompts depends on your

Outlook version, which you should always mention when posting to an Outlook

forum.) However, better solutions for mass mailings exist, including Word

mail merge directly from your database.

Sue Mosher

"SoCal Rick" <SoCalRick> wrote in message

news:88644659-B6DC-474B-A747-C2CB94F24D41@microsoft.com...
> Hi,
> I have Outlook distribution lists of up to 1,000 members. The membership
> changes (to some degree) each month. I have a MS Access database which
> compares the list of people who were on the list last month to the list of
> people who should be in the distribution list this month. It identifies
> people to remove from the distribution list and people to add to the
> distribution list. Is there a good way to use MS Access VBA to
> automatically
> make these changes to the distribution lists?
> For example, last month Tony (and 145 other people) were part of the
> 1stComplaintHandler Email list, but have moved to other responsibilities,
> so
> shouldn't recevie any more email for that group. At the same time, Joan
> (and
> 43 other people) have joined the group that handles 1st Complaints, so
> they
> should be added to the email group "1stComplaintHandler".
> Any help is greatly appreciated (suggestions or even articles to read...)
> Thank you
> SoCal Rick
 
S

SoCal Rick

Hi Sue,

First, thank you for responding to my question.

The Outlook version we use is Outlook 2003(11.8313.8221) SP3. I do most of

my work in Excel and Access, so I don't have much experience with Outlook.

An option available, but I haven't tried it with this quantity, is to

maintain the mailing lists in the Access database. When the user wants to

send a message to everyone on this list, they could have a prompt for the

message and other critical information, then I could open an instance of

Outlook and fill in the "To" and "CC" based on the database. This would

avoid maintaining the DLs in Outlook, however, it would limit the users of

these special lists to people who have access to the MS Access database.

Since there are only a couple of people, this is doable.

I should explain how this is used. We get a download of temporary

assignments for a few thousand people every month. We classify these people

into groups based on information from the database. Then we compare the

results to the prior month's results to determine changes in assignment. We

print out lists of changes and someone has the task of going into Outlook and

modifying the contacts accordingly.

My thought was there must be a way to simplify this so once the updated

information is available, we could automatically update it. When you

mentioned using mail merge in Word, it drove me to think of sending the email

directly from the Access database. This is something I do for some of our

users now, but the mail lists are not very big (up to 20 receipients).

So your thoughts or directions to look at other sources are extremely

valuable to me and I do appreciate your time and expertise.

Thank you,

Rick
 
Status
Not open for further replies.
Similar threads
Thread starter Title Forum Replies Date
elzahy maintain email on outlook 2010 Using Outlook 1
J Maintain Distribution List Using Outlook 3
V Maintain name of removed attachments - how to? Using Outlook 9
C active/passive broadband connections to maintain various IT services Exchange Server Administration 2
M Outlook 365 refuses to send email Using Outlook 0
P How can I stop Outlook 365 duplicating the posts? Using Outlook 0
P How to add a column named categories when searching in Outlook Using Outlook 0
J VBA for outlook to compare and sync between calendar Outlook VBA and Custom Forms 1
D Outlook 2003 Mail Fails Using Outlook 1
K Closing external IMAP email... Outlook 2013 Using Outlook 0
A force outlook to default to MY calendar Using Outlook 3
E Outlook VBA change GetDefaultFolder dynamically Outlook VBA and Custom Forms 6
Owl Export Outlook PDF Attachment as JPG? Outlook VBA and Custom Forms 3
B Seeking help with Outlook rule Using Outlook 2
N Can't create NEW GROUP and add/remove a member from existing Group in Outlook Using Outlook 1
P Outlook tasks keeps changing (updating) dates that I type Using Outlook 2
M I cant send emails via Outlook in my W10 PC. Using Outlook 3
A Outlook Reminders not populating for certain events Using Outlook 2
O Moving "tasks" to inbox in Outlook 2016 Using Outlook 1
S HTML Code Embedded in String Within Open Outlook Email Preventing Replace(Application.ActiveInspector.CurrentItem.HTMLBody From Working Outlook VBA and Custom Forms 4
e_a_g_l_e_p_i Can emails from Gmail be deleted when they are downloaded to Outlook 2010 Using Outlook 1
cbufacchi Outlook 365 Populate custom Outlook Appoint form Outlook VBA and Custom Forms 2
Z Remove GMAIL IMAP account from Outlook 2016 Using Outlook 2
D Wrong email address in Outlook 2003 "From" tab in new outgoing emails Using Outlook 4
B Outlook 365 Populate Outlook Task UDFs from a UDF text string Outlook VBA and Custom Forms 2
witzker Outlook 2019 Pls. add a Prefix for OUTLOOK 2019 here Using Outlook 1
H Outlook 2019 intermittent search results Using Outlook 0
hstein POP3 latest Outlook Using Outlook 0
V Outlook 2003 and Windows 11 Using Outlook 4
J How to import many msg into different public folders in Outlook Outlook VBA and Custom Forms 7
I Outlook for Mac 2019 using on desktop and laptop IMAP on both need help with folders Using Outlook 1
A Reminder duplication Outlook and Outlook.com Using Outlook.com accounts in Outlook 5
F Moving Outlook to new PC Using Outlook 0
mll persistently customise columns in outlook advanced search Using Outlook 3
Ken Pascoe Outlook Categories Quick List Using Outlook 0
M All fonts in Outlook emails display with exaggerated character spacing Using Outlook 3
talla Can't open Outlook Item. Using Outlook 0
C Can't Locate an Unread Message in my Outlook view pane Using Outlook 0
C Outlook 2007 Removing then adding account restores junk email processing Using Outlook 0
P Importing other e-mail accounts into Outlook Using Outlook 1
J Read Outlook Form fields Outlook VBA and Custom Forms 3
B Inconsistent handling of message read/unread status by Outlook Using Outlook 3
R Rogue Outlook Rule ? Using Outlook 2
S vba outlook search string with special characters Outlook VBA and Custom Forms 1
F Wishlist Outlook suddenly began synchronizing deleted items every time I delete a single email. Using Outlook 2
U Outlook 2019 VBA run-time error 424 Outlook VBA and Custom Forms 2
K Outlook 2019 Randomly Disconnecting from Gmail Servers Using Outlook 8
P Outlook calendar and contacts sync problem-outlook disconnects Using Outlook.com accounts in Outlook 2
HarvMan Toggle between calendar and email in Outlook 365 Using Outlook 12
V Outlook error 500 Using Outlook 2

Similar threads

Top