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Access 2010 Essential Training
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Collecting data over email


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Access 2010 Essential Training

with Alicia Katz Pollock

Video: Collecting data over email

If you'd like to have your customers fill in their own information for your database, you can send them an interactive e-mail that will automatically update the records. It doesn't matter what kind of e-mail program they have. For example, let's say we want all of our Sales reps to verify that we have the correct contact info for them. Click once on the SalesReps table. Go to the External Data tab and on the far right, click on Create E-mail. There is a set of instructions. Click Next. Specify if you want normal HTML formatting, or InfoPath. We want HTML.
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  1. 1m 25s
    1. Welcome
      51s
    2. Using the exercise files
      34s
  2. 19m 8s
    1. Database concepts and terminology
      5m 35s
    2. Starting Access
      55s
    3. Creating a new file
      1m 10s
    4. Trusting a file
      56s
    5. The Quick Access toolbar
      1m 8s
    6. Backstage view
      2m 45s
    7. Exploring ribbons
      2m 59s
    8. Using the Navigation pane
      2m 11s
    9. Getting help
      1m 29s
  3. 23m 33s
    1. Planning and designing your database
      1m 33s
    2. Creating tables using Application Parts
      6m 48s
    3. Creating tables in Layout view with Quick Start
      3m 59s
    4. Creating and editing tables in Design view
      2m 41s
    5. Setting a primary key
      1m 20s
    6. Creating a lookup field
      3m 59s
    7. Creating multi-value fields
      2m 19s
    8. Using calculated fields
      54s
  4. 13m 5s
    1. Setting field properties
      7m 34s
    2. Setting input masks
      2m 3s
    3. Setting validation rules
      3m 28s
  5. 5m 20s
    1. Creating relationships and enforcing referential integrity
      4m 32s
    2. Viewing subdatasheets
      48s
  6. 19m 52s
    1. Entering data into your tables
      9m 44s
    2. Formatting tables
      4m 2s
    3. Finding, sorting, and filtering records
      6m 6s
  7. 29m 57s
    1. Creating data-entry forms
      2m 31s
    2. Using the Form Wizard
      1m 38s
    3. Modifying a form in Layout view
      7m 1s
    4. Using Design view
      12m 41s
    5. Setting tab stops
      1m 26s
    6. Adding buttons to a form
      1m 49s
    7. Using navigation forms
      2m 51s
  8. 26m 49s
    1. Introduction to queries
      1m 9s
    2. Using the Query Wizard
      1m 52s
    3. Creating a query in Design view with criteria
      4m 18s
    4. Creating wildcard queries
      1m 24s
    5. Creating reusable parameter queries
      1m 29s
    6. Creating yes/no queries
      1m 12s
    7. Creating "and" and "or" queries
      3m 7s
    8. Building calculation queries
      2m 44s
    9. Creating statistical queries
      3m 1s
    10. Using update queries
      2m 56s
    11. Using delete queries
      1m 31s
    12. Creating crosstab queries
      2m 6s
  9. 26m 43s
    1. Introduction to reports
      1m 28s
    2. Using the Report Wizard
      2m 0s
    3. Formatting reports in Layout view
      5m 16s
    4. Identifying report structure in Design view
      2m 30s
    5. Adding group and sort capabilities to a report
      2m 43s
    6. Adding existing fields from other tables
      1m 59s
    7. Adding totals and subtotals to a report
      2m 58s
    8. Adding conditional formatting and data bars to a report
      2m 38s
    9. Creating multi-table reports
      1m 46s
    10. Creating mailing labels
      2m 16s
    11. Printing reports
      1m 9s
  10. 4m 32s
    1. PivotTables
      2m 29s
    2. PivotCharts
      2m 3s
  11. 7m 35s
    1. Creating macros
      2m 53s
    2. Attaching macros to objects
      2m 26s
    3. Using data macros
      2m 16s
  12. 17m 10s
    1. Importing Excel and text data
      3m 39s
    2. Exporting data into Excel
      1m 0s
    3. Exporting to PDF
      53s
    4. Exporting into a Word Mail Merge
      1m 3s
    5. Publishing to a web browser in HTML or XML
      1m 51s
    6. Sharing via email
      58s
    7. Collecting data over email
      2m 42s
    8. Using Package and Sign
      1m 14s
    9. Publishing to SharePoint
      2m 59s
    10. Importing and exporting with SharePoint
      51s
  13. 6m 41s
    1. Compacting and repairing a database
      48s
    2. Using data analysis tools
      1m 4s
    3. Encrypting a database and setting a password
      2m 22s
    4. Splitting a database
      2m 27s
  14. 8m 19s
    1. Customizing the ribbons
      1m 16s
    2. Setting Access options
      7m 3s
  15. 14s
    1. Goodbye
      14s

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Access 2010 Essential Training
3h 30m Beginner Jun 10, 2010

Viewers: in countries Watching now:

In Access 2010 Essential Training, Alicia Katz Pollock gives a comprehensive overview of creating databases in Access 2010, whether using predefined database templates or building from scratch. This course covers each step of constructing and modifying databases for custom purposes, as well as working with tables, forms, queries, macros, and reports and charts for record keeping and analysis. Exercise files are included with the course.

Topics include:
  • Understanding database concepts and terminology
  • Building tables with Application Parts
  • Defining field properties
  • Creating relationships between fields and tables
  • Sorting and filtering
  • Creating forms with the Form Wizard
  • Analyzing data with the Query Designer
  • Automating with macros
  • Formatting reports with Layout Tools
Subjects:
Business Databases Teacher Tools Education Student Tools
Software:
Access
Author:
Alicia Katz Pollock

Collecting data over email

If you'd like to have your customers fill in their own information for your database, you can send them an interactive e-mail that will automatically update the records. It doesn't matter what kind of e-mail program they have. For example, let's say we want all of our Sales reps to verify that we have the correct contact info for them. Click once on the SalesReps table. Go to the External Data tab and on the far right, click on Create E-mail. There is a set of instructions. Click Next. Specify if you want normal HTML formatting, or InfoPath. We want HTML.

Click Next. Choose if you want them to create new records for your database or update already existing information. We want to update their data. Click Next. Now you can choose what field do you want them to verify. We will move them all over but then move back, Flag. If you want them to see labels other than your actual field names, you can modify them here. I'll change Email to Email Address and click Next. We want to Automatically process the replies and add data to the SalesReps table, so make sure you have a check mark here, and then we do want to check Only allow updates to existing data, so that new records don't get created. Click Next.

Select which field in your table contains the Email addresses, and click Next, and here you can edit the subject line in the body of the message accordingly. Click Next, and then click Next again. In the last screen, you can specify which people get sent the e-mail. You don't need to send it to everybody. You can turn off this check mark here, and then just find the one that you want and put a check mark in front of them, and click Send.

Now, when we look out it in Outlook, I have a new Email, Update your Employee Information. I will click Reply, and when I scroll down, I can edit any of these fields. Let's edit the address and put in an apartment number. I can see it in blue. Check the rest of my fields, and click Send. I even have an Access data collection repository here where I can see the status of all of my different messages. Back in Access, I have a section right here for Manage Replies, and you can use this window to manage your data.

We will close it and open up our SalesReps table, and when we look at Raul's record, here's his apartment number already updated for us. Access's Email automation is a great timesaver to make sure your records are up-to-date, or to collect information automatically instead of having to enter it all manually.

Find answers to the most frequently asked questions about Access 2010 Essential Training.


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Q: It seems there are movies missing in the course which should explain how to enter products in the Order table. How do I do this?
A: The lessons in this course are only somewhat cumulative. The database is built throughout the title before getting to the relationships and referential integrity, but not every step is shown. This is one of those courses where using the exercise files is recommended. The course would be very long and repetitive if I demonstrated the same technique over and over for every step in building a database.

Take a look at these videos instead.
Chapter 2: Planning and designing your database (concept)
Chapter 2: Creating and editing tables in design view (building the order table)
Chapter 2: Creating a lookup field. (This one uses Customer lookup as the example, but I believe this technique answers your actual question. You would use the same procedure to add the field that calls up the list of products.)
Q: In the Chapter 6 video "Using Design view," we work with the Combo Box Wizard. When I click on the Combo Box then click the
 location on the form, it does not start the Combo Wizard. Please advise.
A: Click on the Data tab and make sure one of the tables or queries appears selected in the Control Source. The form needs to be bound to a table or query before you make the combo box.

Also, Access is extremely finicky. When you're looking at the Properties window, be sure to click in the little box in the upper left corner of the form, between the vertical and horizontal rulers—as noted in the screenshot—before creating the combo box.

 
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