MS Access contacts dynamically MS Outlook

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M

meitis



Several thousand email addresses are stored in a MS Access database. I know that these email addresses can be exported to a comma delimited file and than imported to MS Outlook. However, I would like some dynamic capability. Whereas an email changes in the MS Access database and therefore the email is automatically changed within outlook contacts. Alternatively, some sort of batch process in which batch files are scheduled to run daily to update the Outlook contacts. Can this be done and if so please point me in the right direction. Once this is accomplished I would than share my outlook contacts so others can use them.
 

Karl Timmermans

Senior Member
Outlook version
Outlook 2013 32 bit
Email Account
POP3


For this answer - the assumption is that the table that contains your email addresses has other data that is being maintained not included in an Outlook contact item (will refer to that as <TableA>. That said, something to look into that shouldn't involve any code

1) create a "linked table" to the Outlook contacts folder in your access database

2) you will need to have one or more fields that can be used to uniquely identify/match a contact in <TableA> to a contact record in the linked contacts table (only truly unique ID in Outlook is the EntryID but you won't have that in <TableA> at this point)

3) Create an <update> query in Access linking <TableA> to the <Contacts> table where the email address field gets updated in the Contacts table from <TableA> (or vice versa - whichever way you want to do this)

4) Run the update query on a regular basis and you should be all set

If you can't figure out how to match the records in the two tables as mentioned in item# 2 - you're going to have the same issue trying to do it via any kind of VBA code which would also have to tie the records/contact items together so that really would be the biggest challenge in all of this.

"
 
M

meitis



Well this is starting to work. However, when I go to update the table via a query I get "You do not have the necessary permissions to use the objce........" What do I need now? Thanks.
 

Karl Timmermans

Senior Member
Outlook version
Outlook 2013 32 bit
Email Account
POP3


To be honest - not an approach I use for anything, Other than making sure that the suggestion worked prior to posting the response (it did using a PST based contact folder for a quick test) - can't offer any detailed solution(s) at this point.

Only thing I suspect is that you are linking to an Exchange based folder for which you do not have the appropriate permissions or, more than likely, you need to somehow log into Exchange initiating a valid MAPI session prior to running the query. If it's a the Exchange login issue (ergo - running under a valid MAPI session) - my guess is that the only way to do it would in fact require custom code to do what the update query does otherwise. Probably easiest to run that code from inside Outlook versus Access if you're not going to use any kind of 3rd party mapi library.

Or alternatively, one of the ContactGenie products (QuickPort - http://www.contactgenie.com/quickport_4_outlook.htm or DataPort http://www.contactgenie.com/dataport_4_outlook.htm ) may be of interest which can do all of that out of the box. QuickPort lets you have one saved template that you would need to run manually and DataPort let's you create as many templates as you want that can be invoked via command line operation using any task scheduler for unattended scheduled processing.

"
 
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