Storing Outlook emails on an Access 2003 DB | Access forum

Resolved · Medium Priority · Version 2003

Wed 22 Feb 2012, 11:36 Delegate Wayne said...

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Storing Outlook emails on an Access 2003 DB

Hi all,

I have recently completed the build of a database that includes the ability to record new incidents as and when they occur.
The input form has various fields and drop-downs that are all working fine.

My question is whether it is possible to embed/store an Outlook email onto the Access 2003 database.

The input form is linked to a table that stores all the information that is input, including a memo field for pasting in emails.
Is there a method by which the email icon can be "drag and dropped" onto a field (in the same way as the email can be moved into a folder within Windows) so that by double clicking the email icon it will cause the body of the email to appear?

Any help would be much appreciated, as the process of copying the text from Outlook to Access is laborious, especially when email updates are received after the original.
Also, the field appears quite small on the input form (lack of space) and means that it can only be read 2-3 lines at a time, causing lots of scrolling up and down, especially on long email chains.

Many thanks

Wayne

Wed 29 Feb 2012, 15:26 Trainer Simon said...

RE: Storing Outlook emails on an Access 2003 DB

Hi Wayne,

Thank you for your question.

If you go back to the table and add a new field and set the data type to OLE Object. Add the new field to the form.

Go to Outlook and drag the emails from your Inbox to a folder on your pc as they will be saved there.

Go back to the form in Form View, right click over the new field and choose Insert Object. Now select objects from file and choose the desired email and click OK. This should now be displayed in the field and when double clicked, it should open the email item.

I hope this helps.

Regards

Simon

Wed 29 Feb 2012, 16:44 Delegate Wayne said...

RE: Storing Outlook emails on an Access 2003 DB

Thanks, Simon.

I did manage to find some info on this a couple of days ago and tested to make sure it worked, although another perspective is always welcome.

The problem seems to be that we can receive multiple email updates on the same incident (that’s 99.99% of the time) and this method only allows 1 email to be pasted in that field.

There are 2 ways I can see round it;

1. Either add many OLE fields and paste each email separately

or

2. Copy and paste the emails together chronologically into MS Word and then save that down and link via the OLE field.

Option 2 means that only 1 field is needed and when the Word doc is added to/amended the link will reflect these changes. Hence, I'll be going for that.

Many thanks for your time.

Wayne

Fri 19 Jul 2013, 06:41 raghav (guest) said...

RE: Storing Outlook emails on an Access 2003 DB

Hi Wayne,

I am looking for a way in which instead of we dragging and dropping emails, the emails must be saved into a DB and must be updated if a new email has come in outlook is this possible.

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Access tip:

Create An Inaccessible Field On A Form

There is sometimes a need to make a field in a form look like a normal field but be completely inaccessible to the user. To do this:

In the Field's Properties
Set the ENABLED property to No
Set the LOCKED property to Yes

The field will not grey out, but the user will not be able to do anything with it.

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