Create link from access to outlook to open a specific form and record

**NeoPa** · Aug 4 '11, 10:15 PM

What form will the link be in?

Where is the database relative to your PC and where is it relative to the manager's PC?

Any answer given without reference to this information is likely to be unhelpful and suspect.

**Narender Sagar** · Aug 5 '11, 05:41 AM

I know this feature in Microsoft SharePoint, where you can actually link Access tables with SharePoint, and Sharepoint can send email with link of the specific record. User can directly click that link from outlook and they can see that specific record in detail. I can help you understand about this more, but pre-requisite is you should have MS SharePoint.

**Bay0519** · Aug 5 '11, 03:26 PM

Hi Neopa,

sorry for the confusion, the database is in the server. It's only 1 database and it's shared for the test specialist and the manager.
and I would like the link to be in the outlook email. so for example if the test specialist created a product test for product Id 11 (using access form, testaction field, after update), then an email will be sent to the manager with a link that open the access form to that specific test. Can I do that in outlook?
Please help.
Thank you

**Bay0519** · Aug 5 '11, 03:28 PM

Hi Narender,

Thank you for your quick reply, unfortunately, we don't use sharepoint. we only use ms office. Can I accomplish this project only by using access and outlook?

Thank you.

**NeoPa** · Aug 5 '11, 04:07 PM

I don't think if I told you how to send an email message to your manager with a link relative to "The server" that it would help you much. I need you to look at the questions again and give some thought to what possible answers would make sense before responding. I can help if you're confused, but I would have to understand your specific confusion first. So far I have as close to nothing to work with as makes no difference.

You may like to consider UNC type references which include addresses like "\\CoServer\Dat aShare\BobsDBs\ YourDBName.Mdb" . If this fits your situation then I need to know that, along with the specifics of the actual UNC address for your database. This is only a guess, as I have little to work with, but from the one clue you did drop I'm hoping it's some help.

**Bay0519** · Aug 5 '11, 05:01 PM

Hi Neopa,

Thank you for your quick reply,
here is the code that I have so far (to avoid confusion)

Code:

Private Sub TestAction_AfterUpdate()
Dim strMessage As String
Dim StrSubject As String
Dim email As String
StrSubject = "Test action has been entered/changed for the " & " productID " & Me.productid & " test No " & Me.testno



strMessage = "<HTML><Font Face = " & Chr(34) & "Arial" & Chr(34) & "><Font color = " & Chr(34) & "Black" & Chr(34) & "><Font Size = " & Chr(34) & "3" & Chr(34) & ">Test " & _
             "Test action has been entered/changed for the " & " ProductID <b><i>" & Me.Productid & "</b></i> test No <b><i>" & Me.testno & ". </b><br><br></i> " & _
             "Please follow this link to view the test action " & _
            "<A href=""file://I:\producttest\producttest.mdb""><FONT face=Verdana size=3>producttest</FONT></A>" & _
              "</Font Size></Font Color></Font></HTML>"
 
Dim appOutLook As Outlook.Application
Dim MailOutLook As Outlook.MailItem
Dim sbody As String
Set appOutLook = CreateObject("Outlook.Application")
Set MailOutLook = appOutLook.CreateItem(olMailItem)
 
Set appOutLook = CreateObject("Outlook.Application")
Set MailOutLook = appOutLook.CreateItem(olMailItem)
email2 = Me.mgremail
 
With MailOutLook
    .To = email2
    .Subject = StrSubject
    .HTMLBody = strMessage
    .Display

End With
End If

End Sub

This code is to open the access database and it worked fine. But what I need to do next is to add a parameter to the hyperlink that will open the form to the specific record which is the specific productid and testno that is mentioned on the email. can I do that?

**Narender Sagar** · Aug 6 '11, 07:09 AM

Hi Bay
This is how I get email when I create/change a Record.
From: Planning Team
Date: 08/04/11 17:51:35
To: Narender.Sagar@ xyz....com
Subject: Requirement Details - Item ID1882

Planning Team
Item ID1882 has been created

Modify my alert settings | View Item ID1882 | View Requirement Details

(Above underlined are actually hyperlinks that I get, and You can click on this hyperlink to open that specific record ID.

Title:
Req_ID: 409.00
Requirement: 1,600.00
Committed Qty:
UOM: EA
Req Date:
Status: 0
Remarks:
Del-Date: 9/25/2011 12:00 AM Edited (I get this, If I edit this particular field, you know..:) its very nice.
Its really great, working jointly with MS Access and MS Sharepoint. I would say, think bit out of box and you can install free version of SharePoint (i.e. called SharePoint foundation server) - Of course you need some technical help to install it , but once that part is done, you'll get immense functionality of sharepoint that you can use in MS Access 2010.
Think again. (sorry if you feel annoying with word sharepoint again, but I thought I'll mention it once again, just because it can provide exactly that you are looking for and much more than that..!!)

**NeoPa** · Aug 6 '11, 12:50 PM

Originally posted by NeoPa

NeoPa:
Any answer given without reference to this information is likely to be unhelpful and suspect.

As I said in my post #2 I cannot proceed, nor should anyone proceed, until you have provided the information requested. Without this information it is not possible to make suggestions that will help you.

I've posted everything I can think of to get these questions answered, but it seems there is still some confusion (as you seem to be trying to move forward without answering either question sensibly). I'm at a loss to know what further to say short of repeating myself yet again. I'll just have to leave it with you until you post something I can respond to.

Create link from access to outlook to open a specific form and record

Create link from access to outlook to open a specific form and record

Comment

Comment

Comment

Comment

Comment

Comment

Comment

Comment