Distributing Microsoft Access Databases with Total Access Emailer to Other Users

Do you want to include email capabilities to applications you distribute to others? No problem! The Professional Version of Total Access Emailer includes a VBA interface to run email blasts programmatically from your applications, and distribute them to all your users Royalty-Free!

Best of all, it's extremely easy to use since all the complicated email blast specifications (data source, message format, field references, send options, etc.) can be defined and tested through the interactive Wizard. Programmatically, you simply need to reference the ID of the specifications.

Just follow these three simple steps to give your users the power to run email blasts at the touch of a button:

  1. Define and test your email blast using the interactive Wizard interface.
  2. Add a reference to the Total Access Emailer library from your database. This depends on your Access version and your database format.
  3. Add the Total Access Emailer function and reference the email ID you created in step 1.

For instance, all you need to add to your program to run email blast number 25 is this function call:

TotalAccessEmailer(25, False, "", "", True, True)

The function returns a blank string if successful or an error string if a problem was encountered.

For more information on the details of the procedure call, visit Sending Microsoft Access Email Blasts Programmatically using VBA.

To use the Total Access Emailer function, add the Total Access Emailer runtime file as a library reference from your VBA Tools, Reference menu:

VBA Library Reference to Total Access Emailer Runtime Library
VBA Library Reference to Total Access Emailer Runtime Library

The Total Access Emailer runtime library is TAEmailR.accde or TAEmailR.mde depending on whether your database is ACCDE or MDB/ADP format. There is also a 64-bit runtime library, TAEmail_64.accde, for the 64-bit versions of Microsoft Access 2010 or later.

The Professional Version of Total Access Emailer includes runtime distribution rights, so you can distribute your Microsoft Access application using Total Access Emailer royalty-free to non-owners of Total Access Emailer.

Your users can run different versions of Access provided they are compatible with your Access version and database. For instance, the latest version of Total Access Emailer includes a 64-bit runtime library (ACCDE) to distribute with your database to users running the 64-bit version of Access 2010 and later. The 32-bit ACCDE runtime library is compatible with 32-bit Access 2007 and later. An MDE runtime library for MDB databases is compatible with Access 2003 and later.

For older versions, Total Access Emailer 2003 includes a runtime library that supports Access 2003, 2002 and 2000.

Step 1: Run the Distribution EXE File

Each PC that runs your database needs a one-time installation of Total Access Emailer files on its machine. We provide an EXE file to simplify this step:

  • TAERun32.exe installs the 32-bit ActiveX controls for all versions of Access through Access 2016's 32 bit version.
  • TAERun64.exe installs the 64 bit version of Microsoft Access 2016, 2013 and 2010.

This file is located in your installation directory. You can copy it to a network shared folder. All you need to do is run the EXE once on each user's machine, and they’re ready to use your application. The executable distributes the necessary runtime files to your user's systems and configures their computers to use Total Access Emailer in runtime mode.

Step 2: Locating and/or Deploying the Runtime Library File

Where the Total Access Emailer library file (TAEmailR.accde, TAEmailR.mde, or TAEmail_64.accde) is located depends on how you deploy your database:

Database is Located in One Place and Run Over the Network

If your database is used by one person at a time and located on the network, you can simply have your database reference the library file located in the same network folder. Just make sure the library reference is correct and not pointing to your library file located on your PC.

Split Database Architecture Across a Network

In a split database architecture with a front-end database installed on each user's PC and a shared back-end data database, you'll need to make sure your front-end "application" database properly points to the referenced Total Access Emailer library file. You don't need to copy the runtime library to each user's machine. Just store it on your network and set your reference to the file. To simplify and centrally manage the deployment and launching of your Microsoft Access database to each PC, consider our Total Access Startup program which comes with Total Access Emailer in the Total Access Ultimate Suite.

Deploying Your Database and the Total Access Emailer Library to a Disconnected PC

If your database goes somewhere else, referencing the runtime library on your network won't work. In this case, when you distribute your database, you also need to distribute the library file. Save the library file in the same folder as your database. This works no matter what folder name it's installed in. Microsoft Access automatically searches for the library references in the same folder if the original reference cannot be found.

Microsoft Access Email Documentation

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"I was thrilled with how easy it was to run and I appreciated that I didn't need to build any special tables or queries."

Sandra Daigle
Microsoft Access MVP

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