Total Access Emailer

Microsoft Access Email Documentation

Microsoft Access 2016 Version
is shipping!

New X.7 Versions for Microsoft Access 2013, 2010, and 2007!

New X.6 Versions for Microsoft Access 2003, 2002, and 2000


View all FMS products for Microsoft AccessAll Our Microsoft Access Products

Emailer Info:

 

"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

More Reviews

Additional Info:

 

 

Send personalized Microsoft Access emails with data and reports using Total Access EmailerSend personalized Microsoft Access emails with data and reports using Total Access EmailerEmail from Microsoft Access Download the free trial version of Total Access Emailer to send emails from Microsoft Access

Frequently Asked Questions for Total Access Emailer

General Features (Pre-Sales) Questions

Versions

Attachments

Other Issues


Installation Questions

Initial Use Questions

SMTP Issues

Advanced Features and Tips

Archive Questions


General Features (Pre-Sales) Questions

What version of Total Access Emailer do I need? What versions of Microsoft Access does Total Access Emailer support?

Total Access Emailer is a Microsoft Access add-in, and is Access version specific. For example, Total Access Emailer 2016 only works as an add-in with Access 2016.

Support for Database Formats

Total Access Emailer works with databases in any format that is supported by the specific version of Access.

  • For example, Total Access Emailer 2010 works with MDB databases that are in Access 2000 format or later, ADPs, and ACCDB files, provided that the database is opened in Access 2010.
  • Similarly, Total Access Emailer 2003 works with databases that are in Access 2000 or Access 2002-2003 format while running Access 2003, but it does not support ACCDB databases that were introduced with Access 2007.
  • Note that ADPs are not supported in Access 2013 or later.

Latest Versions for Each Microsoft Access Product

The following versions of Total Access Emailer are available:

Check the Product Compatibility Chart for version information for all of our products.

For information on the history of Access versions, visit our Microsoft Access Version Releases, Service Packs, Hotfixes, and Updates History page.

Standard versus Professional Version

Each version of Total Access Emailer may be purchased as the Standard Version or Professional Version.

  • The Standard Version is designed for end users and runs as an add-in when you open your database in Microsoft Access.
  • The Professional Version includes the Standard Version, plus a programmatic interface and Runtime License to distribute applications that use the functionality of Total Access Emailer. This enables your end users to execute Total Access Emailer blasts without having to purchase a license of Total Access Emailer.
  • More information below

Microsoft Access 64-bit Versions

MS Access 2010 and later comes in 32 and 64-bit versions. Total Access Emailer 2010 and later includes support for both versions. The 64-bit version requires Windows 7 SP1 or later.


Can I try Total Access Emailer before I buy it?

Yes! Download the Trial Version to review Total Access Emailer before you buy it. You can create and send up to 50 emails at a time from email addresses stored in your tables. Email settings created with the Trial Version are preserved so that you won't need to recreate them when you get the retail version.

Also, remember that all FMS products come with a 30-day money back guarantee, so you can buy with confidence!


Is the trial version of Total Access Emailer the Professional or Standard Edition?

Standard Edition.

Total Access Emailer is available in either the Standard or Professional edition. Both versions include the Microsoft Access add-in that lets you create email blasts using your data. The Professional Version adds a royalty-free runtime library and license that lets you automate Total Access Emailer features through a VBA programmatic interface and distribute it to others. More information here.

The Trial Version does not include the programmatic interface or the runtime distribution option. Those options are only available with a purchase of the Professional edition.

A complete list of the trial version limitations is posted here.

Please note that both the Standard and Professional Editions of Total Access Emailer come with a 30-day money back guarantee. If you are not satisfied with a retail purchase of this software product for any reason, you are welcome to return your license purchase for a full refund of the purchase price at any point within this 30 day period.


What is the difference between Total Access Emailer Standard and Professional versions?

The Standard Version is designed for end users, and includes the Total Access Emailer add-in program.

The Professional Version includes the Standard Version, plus:

  • Microsoft Access VBA for EmailA programmatic interface that lets you send email blasts from your VBA code. For instance, you can tie a macro or button on a form to a specific email blast and let Total Access Emailer run in the background without you or the user launching the add-in. For more information, visit Sending Microsoft Access Email Blasts Programmatically (VBA).
  • Runtime License to distribute applications that use the functionality of Total Access Emailer. This enables your end users to execute Total Access Emailer blasts you've created without having to each purchase a license of the Total Access Emailer add-in. Your end-users do not receive the add-in which lets them create and design their own email blasts.

As the developer, if you want to create all the email blasts and programmatically launch them from your application (your users don't need to know Total Access Emailer is running), then get the Professional Version. That lets you run the Total Access Emailer add-in to interactively create and test your email blasts, then use the royalty-free runtime library to incorporate it in your application. Tie it to a button, event or some other process and launch the email blast you want. You can support users of your application who do not have a Total Access Emailer license.

If your users want to create their own email blasts using your database or any Access database, they'll need to install the Standard Version of Total Access Emailer which gives them the add-in to launch. Each user would need a license.


Attachments

Email Microsoft Access Reports to all your contactsCan I attach reports with data filtered for each recipient?

Yes. This is one of the most powerful features of Total Access Emailer. You can easily attach reports as PDF files and filter them for each recipient without any programming. It's similar to the way you set master and child link fields for subforms and subreports.

Email Microsoft Access reports in PDF or XPS formatsFor instance, your data source may have a CustomerID in addition to the email address. You can attach a report that's filtered by CustomerID so each email has your report filtered by its ID. Each email can have multiple reports attached. Attachments can even be compressed into a zip file and password protected if you like.

For more information, visit: Emailing Microsoft Access Reports and Data Filtered for Each Recipient


Can I attach PowerPoint Presentations and Other File Formats?

Absolutely! Total Access Emailer lets you attach any files that already exist on disk to your emails. This includes Microsoft PowerPoint, Excel, Word, PDF, text, and even other Access databases. The files can be specified for everyone in your email blast, or you can specify different files for each recipient by specifying the file names in a field from your data source (list of email addresses).

For more information, visit: Attaching Files to Emails Generated from Total Access Emailer


Can I embed Microsoft Access objects in my emails?

Yes. Total Access Emailer includes the ability to embed tables, queries/views, and reports directly in your email messages and attachments. Easily filter the data so each recipient receives their own information based on fields in your data source.

Email Microsoft Access Data from Tables and QueriesThe simplest result is using data from a table or query to send each person their set of records like a list of invoices, tasks, etc.

The most powerful feature is using the Access report generator to create sophisticated HTML messages. Any Access report you create can be exported to HTML, which you can now filter and email to each recipient. Leverage the power of Access reports to create emails that are nicely formatted with complex data, lots of detail rows, groupings, summaries, and even subreports.

For more information, refer to the "Embedded Objects" topic in the help file or visit Emailing Microsoft Access Reports and Data Filtered for Each Recipient.


Is there a limit on the number of emails that I can send in a single Total Access Emailer blast?

No. Total Access Emailer does not limit the number of email messages that can be sent at one time. Your list of emails can be an unlimited number of records in your table or query.

However, there may be limitations beyond Total Access Emailer. Sending a large number of email messages in a short period of time may overload your mail server or affect network performance. Additionally, your mail server may be configured to limit the number or size of emails that can be sent in a particular period of time.

To prevent these problems, Total Access Emailer includes options to pause between messages to slow it down. This may be important if you are sending many emails, large messages, large graphics, and/or attachments. Refer to the "Send Options" topic in the help file for additional information.

Total Access Emailer also offers a feature to select multiple email blasts to send one after the other.


Is Secure Socket Layer (SSL) supported with Total Access Emailer?

Yes. Total Access Emailer supports sending messages through mail servers that require authentication, as well as servers with secure socket layer (SSL). Refer to the "SMTP Settings" help file topic for details.


Does Total Access Emailer send emails using Microsoft Outlook, Lotus Notes, etc.?

No. Total Access Emailer uses an SMTP server to send emails, and works independently of email clients, such as Microsoft Outlook, Lotus Notes, etc.

Total Access Emailer does not interact, interface or interfere with any specific email client that you have installed. The computer running Total Access Emailer may (but does not need to) have Microsoft Outlook, Lotus Notes, or other email clients installed.

For more information on SMTP servers, see below.


Does Total Access Emailer track incoming mail or handle removal requests?

No. Total Access Emailer only sends emails. It does not receive emails or process emails such as removal and unsubscribe requests.

In general, removal and unsubscribe requests should be handled by a web site that interacts with your mailing list database. The email message you send using Total Access Emailer could include a link that references this your website, which would include instructions for the recipient to unsubscribe from your email list.


Does Total Access Emailer support rich text format (RTF) or Microsoft Word formats?

No, because these are not Internet email formats. Total Access Emailer supports the Internet email formats of plain text or HTML.

Rich text messages can be converted to HTML by using an HTML editor such as Microsoft FrontPage, Expression Web or Dreamweaver, then sending it with Total Access Emailer in HTML message.

When creating an email blast, use the "HTML Tab" and it's help topic for additional information.


Can you track the number of clicks on a link that is embedded in an email sent with Total Access Emailer?

No. If your email has links in it, Total Access Emailer does not track the number of times the link is clicked. Total Access Emailer only sends the email out, but does not track what happens when the user receives it.

Your website can provide hyperlinks to track the number of times a link is clicked or visited. Total Access Emailer can then send an email containing the links for your web site to track.


Does Total Access Emailer include an HTML Editor?

No. Total Access Emailer does not include an HTML Editor.

You can always edit the text and HTML tags within the Total Access Emailer interface (from within MS Access). However, for more advanced HTML (or WYSIWYG) editing features, we recommend using a separate product that is designed for that purpose.

Once you create your HTML page with your HTML editor, you can use it in your email blast. From the Total Access Emailer add-in, point your email blast to that file or import the HTML text into your email blast.

If you reference the HTML file on disk, any graphic files that it references in the same folder are automatically embedded in the emails. Otherwise, be sure any referenced graphic files are on a public web site that your recipients can load.

Microsoft Expression Web

Microsoft Expression Web is designed to create and edit HTML pages and it is available as a free solution. You may download a copy of this product here.


Does Total Access Emailer have faxing capabilities in it?

No. Total Access Emailer is designed to send unique, personalized emails to a list of contacts, and it does not offer faxing capabilities.

It does, however, offer the ability to attach files such as Access reports and embed filtered Access tables, queries, and reports which may eliminate the need to fax.


Installation Questions

What are the 32 and 64-bit versions of Microsoft Access 2016, 2013 and 2010?

Microsoft Access 2016, 2013 and 2010 each have 32 and 64-bit versions. The 32 and 64-bit versions are two distinct programs and cannot both be installed on the same machine. Note that even though your Windows version may be 64-bit, you may have the 32-bit version of Microsoft Access installed.

While they appear the same from the user interface, the Access versions are different internally and require ActiveX controls, Windows API calls, library references, and other VBA code changes that are bit specific.

This also means that if you have users with different bitness versions of Access, you need to create separate copies of your database for 32 and 64 bit users. You will need to build them with separate 32 and 64-bit installations of Access, reference the appropriate libraries, and deploy them accordingly.

Since the performance gain in the 64-bit version of Access is fairly modest, we generally recommend using the 32-bit version to avoid incompatibilities.


What are the two Total Access Emailer Setup Programs?

Total Access Emailer 2010 and later support the 32 and 64 bit editions of Microsoft Access 2010, 2013, and 2016.

The 32-bit version of Access cannot run add-ins or make library references to programs created by the 64-bit version of Access, and vice versa. Because Total Access Emailer is as an add-in and provides a runtime library in the Professional Version, it includes separate versions to support each bitness of Access.

Each Total Access Emailer version offers two setup programs. One for 64-bit and one for 32-bit operating systems:

  • The 64-bit setup program installs the 32 or 64-bit versions of Total Access Emailer (for Access 32 or 64-bit), but only runs on 64-bit Windows operating systems.
  • The 32-bit setup program only installs the 32-bit version, but it can run on 32 and 64-bit versions of Windows.

When you install the Total Access Emailer Professional Version, both the 32-bit and 64-bit runtime installers and sample databases are copied to the Total Access Emailer installation folder. That makes it easier to create a version to give to 32 or 64-bit users.

For Total Access Emailer 2007 and earlier, there is only one setup program.


How do I install the 32-bit or 64-bit version of Total Access Emailer?

The bitness version of the Total Access Emailer version you need is based on the bitness of your Access version, not the bitness of your Microsoft Windows operating system. Even if you are running a 64-bit edition of Windows, if the 32-bit edition of Microsoft Access 2016 is installed, you can only use the 32-bit edition of Total Access Emailer 2016.

Microsoft Office 2010 and later do not allow the 32-bit and 64-bit editions of the same Office/Access version to be installed on the same machine.

  • The 64-bit Total Access Emailer setup program detects the bitness of your Access version, and installs the corresponding Total Access Emailer version automatically. If Microsoft Access isn't installed, you are prompted to choose which version to install.
  • The 32-bit Total Access Emailer program only installs the 32-bit version.

Error when launching Total Access Emailer 2010 in Microsoft Access: The database cannot be opened because the VBA project contained within it cannot be read.

Previous reports of this error message were the result of installing the 64-bit edition of Total Access Emailer 2010 on a system that does not have SP1 (or later) for MS Access 2010 installed. To resolve the issue, simply download and install the service pack. This impacts the 64-bit edition of Total Access Emailer 2010 (for MS Access 2010) only.


Initial Use Questions

How do I start Total Access Emailer?

The Total Access Emailer is a Microsoft Access Add-in program. To start the program, open your database, then select it from the Access add-ins menu:

  • For Microsoft Access 2007 or later, it's on the Database Tools ribbon:
    Email from Microsoft
  • For Microsoft Access 2003 or earlier, it's on the Tools, Add-ins menu

Refer to the "Starting Total Access Emailer" topic in the help file for more information.


Does Total Access Emailer Require Administrator Rights?

Administrator rights are required to install Total Access Emailer. Once installed for the machine, users without Administrator permissions can run Total Access Emailer.


Is there a way to send a single email message from Total Access Emailer?

Yes.

From the Total Access Emailer Add-in Wizard

From the email Wizard, you can create a email blast that uses a table containing the message to send. Fill the table with the email values, then send it. Empty the table, fill it with another message in the future, and launch the email blast again.

Alternatively, you can use the audit feature to update a date field in the table when the email is sent. The Email Blast would be based on a query where that field is blank (null), so it will only retrieve and send emails to the new records added to that table.

Programmatic Approach using VBA

With the Professional Edition of Total Access Emailer, there is a VBA function you can call called TotalAccessEmailer_SendOne. With this function, you don't need to use a data source for your email. Simply pass the email values as parameter for the FROM address, TO address, subject, message, file to attach, etc., and the email is sent using your SMTP settings. For more information, on the syntax visit Sending Microsoft Access Email Blasts Programmatically (VBA). That page also offers information on all the other VBA functions and library provided by Total Access Emailer.

The code is from the sample database that ships with the Professional Version of Total Access Emailer. It takes values from a form and sends the email:

Dim strError As String

DoCmd.Hourglass True

strError = TotalAccessEmailer_SendOne(Nz(Me.txtFrom), Nz(Me.txtTo), Nz(Me.txtCc), Nz(Me.txtBcc), Nz(Me.txtSubj), _
  Nz(Me.txtText), Nz(Me.txtHTML), Nz(Me.txtHTMLFile), Nz(Me.txtAttach), Nz(Me.cboPriority, 3), Nz(Me.cboSensitivity))

DoCmd.Hourglass False

If strError = "" Then 
  MsgBox "Message sent."
Else
  MsgBox strError
End If

For complete documentation, refer to the user manual.


SMTP Issues

Why does Total Access Emailer need an SMTP mail server?

To avoid the security limitations of Outlook and MAPI (which prompts the user for every email that is programmatically sent), Total Access Emailer lets you use an SMTP server to send emails. Total Access Emailer bypasses email clients such as Outlook or Lotus Notes, and uses an SMTP server directly so your emails are sent without interruption.

SMTP also lets you send emails with any FROM address and not just the FROM address set in the current user's Outlook. You can use an existing SMTP server or set one up yourself.


What SMTP servers can I use with Total Access Emailer?

There are many providers of SMTP accounts that you can use. For instance, your Outlook Exchange server uses SMTP.

If you purchase Internet access from home, your provider usually offers an SMTP server. For instance, AOL, Comcast, Cox, Verizon, and Yahoo! Plus all offer SMTP servers for subscribers.


Are there Free SMTP Servers I can use with Total Access Emailer?

If you have email with Google Gmail, you already have an SMTP server available. As long as you abide by their terms and conditions, you'll be able to send emails through their SMTP server using your Gmail address as your From address.

Just specify the settings under the Total Access Emailer Options button, SMTP Settings tab.

Google SMTP server for sending emails from Microsoft AccessGoogle Gmail SMTP Server Settings

  • Connection Type: SSL
  • Mail Server Name: smtp.gmail.com
  • Logon: your gmail account (myname@gmail.com) and password
  • Port: 465

By default, Gmail does not allow this for your account. To activate it, log into your gmail account to update your settings. Under "Signing In", select "Access for less secure apps" and make sure it's enabled. Once it's enabled, the status changes from Blocked to Allowed:

Gmail status to enable SMTP use with Total Access Emailer

You will receive an email verifying that you've changed this setting.

This information was verified when written, but could change at any time. Let us know if it's incorrect.


How do I setup my own SMTP Server for Total Access Emailer?

Your SMTP server must be configured to allow relay. For security, you should limit access to specific IP addresses with authentication.

If you do not have an existing SMTP server that allows relay, Windows Server includes it for free and make it easy to setup. See the topic "Installing an SMTP Server" in the Total Access Emailer help file for full details on how to install and configure an SMTP server.

Additionally, many Internet service providers (ISPs) offer an SMTP server that can be used by their customers. Contact your ISP for details.

Note: Windows Vista does not include an SMTP service. Click here for more information.


Does FMS host an SMTP server that I can use with Total Access Emailer?

FMS does not host an SMTP server for users. Windows Server 2003 and higher include the ability to install an SMTP server for free. Additionally, many Internet service providers (ISPs) offer an SMTP server that can be used by their customers. Click here for information about installing an SMTP server.


Does Microsoft Windows include an SMTP service that I can use with Total Access Emailer?

No SMTP service is installed or included with desktop editions of Microsoft Windows. However, this is an option for server versions of Windows. In order to use a desktop edition of Windows as your mail server, you must install an SMTP service as a separate component.

Refer to the following MSDN article for more information.


How do I configure my SMTP settings on the Total Access Emailer Options form?

Do I need to enter a user name and password?

Not necessarily. The user name and password are required for mail servers that require authentication. Not all servers require authentication. If your server does not require authentication, leave the user name and password fields blank.

If you're not sure whether your server requires authentication, please contact your system administrator, or the administrator of the mail server that you are connecting to.

What port number should I use for my mail server?

Use the port number field to specify what port to use to establish a connection with the mail server.

The default port number for most SMTP/ESMTP mail servers is port 25, or 465 for servers that require SSL. By default, Total Access Emailer is configured with the default port number (25 or 465, depending on the connection type). If your mail server uses a different port number, change the value in Total Access Emailer to match your mail server.

Do I need to enter Firewall settings?

Enter the firewall settings if the computer goes through a firewall to get to the SMTP server. These settings do not refer to a server firewall, but to a local firewall.

Otherwise, leave all firewall settings blank, and set the firewall type to "None".


I am receiving the error "SMTP settings are not valid. mclsSmtpHtml protocol error"

This message occurs when entering the SMTP settings.

User name and password may not be necessary

Previous reports of this error were most often the result of attempting to authenticate this product against a mail server by entering in a user name and password for a mail server configuration that does not require this information in order accomplish the connection hand-shake.

Please retest this by removing the user name and password and ensure that you entered the correct SMTP Server. To determine the name of the mail server you are using, please perform the following steps (these steps assume that you are using Microsoft Outlook as your MAPI profile client):

  1. Launch your copy of Microsoft Outlook.
  2. Open up any mail message that was sent by a party outside of your network.
  3. For Outlook 2007 or later:
    • File --> Properties (button)
  4. For Outlook 2003 or earlier:
    • Click on View, Options
  5. The name of your server can be found in your Internet Headers box.
    For example: Received: from YOUR ISP ([XXX.XXX.XXX.XXX]) by YOUR MAIL SERVER NAME, where "YOUR MAIL SERVER NAME" equals the name of your Mail Server.

For more information, please consult your Network System Administrator. These steps may vary slightly given the version of Outlook that you are using.

Firewall issues

Another common cause of this is a local or network level firewall, which could be blocking the connection to the mail server. Sometimes this is the result of a local firewall software product that is running on the local machine. A good test to see if there is a blockage could be to see if you are able to connect to gmail. Please see the following URL which provides the information needed to test with a gmail account:Free SMTP Servers

Another very common cause of this issue is that SMTP Relay is disabled on the mail server itself. Please note that since Total Access Emailer is an SMTP based email product, Relay must be enabled on the mail server. Outlook does not have this requirement since it uses the MAPI email protocol.

Additional Options

If you still encounter an error (or if enabling Relay is not an option), other options include the following:

  1. Using IIS SMTP server. Since Total Access Emailer utilizes SMTP, it offers support for Internet Information Services SMTP (on a local or separate machine). The option to install IIS (with the SMTP components) can be found within the Microsoft Windows Add or Remove Programs feature. This procedure (in most cases) will require you to have your Windows installation CD on hand. For more information about IIS and how to set it up, please see the help file. For more information, see the section How do I setup SMTP in IIS.
  2. You can use a Gmail account to send email. Please see the following FAQ link for more information: Free SMTP Servers

How do I setup SMTP in IIS?

Microsoft Windows Server 2003 and higher offers a component called Internet Information Services (IIS), which includes an SMTP component. Total Access Emailer supports IIS SMTP for the purpose of sending your email blasts.

To install IIS, please see the documentation for your version of Windows Server (the precise steps may vary according to the version and edition of Windows Server that you are using). Once you have completed the steps to install SMTP IIS on the system, please complete the steps below to configure the server for Total Access Emailer (these steps may also vary according to the version of Windows Server that you are using).

  1. Ensure that the Service named "Simple Mail Transfer Protocol (SMTP)" is enabled and started (Start, Control Panel, Administrative Tools,
    Services).
  2. Go to the Internet Information Services Manager (Start, Control Panel, Administrative Tools, Internet Information Services)
  3. Right Click on the "Default SMTP Virtual Server", and choose Properties
  4. On the General Tab:
    • change the IP Address to the local IP Address (should be in the drop down list).
  5. On the Access Tab:
    • Authentication - Ensure all 3 boxes are checked.
    • Relay - Check all the boxes except the one for "list below"
    • Allow all computers which successfully authenticate, regardless of the list above = CHECKED
    • Close and click apply and then OK to close the SMTP dialog
  6. Right Click on the "Default SMTP Virtual Server", and choose "Refresh"
  7. Open Total Access Emailer, choose Options, and select the SMTP tab.
    • For the Connection Type, select SMTP.
    • On the "SMTP Settings" tab, type in the name of the server on which you just configured IIS.
    • For the Port number, enter 25.
  8. Leave the Logon Name and Password blank.
  9. Click Ok.
  10. Send a test email with your email address in it (or an external email address that you can verify quickly).

Troubleshooting: Some Emails are Not Being Sent

Total Access Emailer lets you send personalized emails in Microsoft Access with attached files and reports to individual recipients. Sometimes emails or attachments are not being received by recipients. Here are some steps to troubleshoot it:

Assumptions

  • You've verified the Total Access Emailer settings are correct for your email blast and it's generating the output you want for individual emails.
  • Your SMTP settings under Options are correct and that when you save it, there's no message indicating an inability to connect to it.

Add Auditing Features to Your Email Blast

For troubleshooting, it is helpful to add these settings to your email blast to verify things are working. You can always turn them off later.

  • Specify an Audit Field
    If you haven't already, on the Auditing Tab of your email settings, specify an Audit field so the email blast can save the Date/Time it was sent. This requires the data source to be updateable and have a Date/Time field for this purpose. This may not be possible in all cases but it can help document which emails were sent if you have a large list.
  • Save Attachments
    In the latest versions of Total Access Emailer, you can save your email attachments to disk. On the Save Files tab, turn the option on and specify the folder where it should go. This lets you verify the file attachments are correct.

Preview Your Email Blast

Use to Preview feature to send all the emails to yourself. Use an email address outside your organization (or at least the network where your SMTP server resides), to replicate what your external users experience. A Gmail or Outlook account would work.

  • If this is successful, it confirms your email blast is designed correctly, your SMTP connection works, firewalls aren't blocking your emails, and interactions with the public Internet works.
  • If this is not successful, we need to examine which portion of the chain is broken.

SMTP Server May Not Be Able to Handle the Load

If some of the emails are sent and some aren't, the problem may be the load on the SMTP Server. It may not be able to handle the amount of emails and attachments you're sending at one time. This is most likely if you are:

  • Using your own internal SMTP server rather than a commercial one like Office365, gmail, etc.
  • Sending many emails at once with large attachments
  • Finding later emails are failing rather than the first ones
  • Sending to recipients with bad email addresses
  • Other users are adding traffic to your SMTP Server

Increase the Amount of Time between Messages

To address this, Total Access Emailer offers a feature to control the speed emails are delivered to the SMTP Server. Under Options, Send Options, Pause Between Messages section, you can adjust the seconds it waits between messages and batches of messages:


Increase the amounts to reduce the load on your SMTP Server.

Are there Bad Email Addresses?

If the Preview to your own email address was successful, but emails to your actual recipients aren't, check to see if you have valid email addresses for your recipients.

With bad email addresses, the SMTP server retries bad/bounced emails, so it gets progressively slower as it tries to clear the queued emails. It's no big deal for just a few bad email addresses, but over time, if your list isn't maintained, there will be more and more old emails in it. What previously worked quickly with good email addresses, may no longer be as successful.

If it's your organization's Exchange Server, one can see the number of queued messages it's trying to process. If this is excessive, one should fix/skip the bad email addresses and give the SMTP Server more time between messages to process them.


Advanced Features and Tips

How do I deploy my Microsoft Access database with Total Access Emailer to other users?
How do I distribute the runtime of Total Access Emailer to my end users?

Microsoft Access VBA for 
		EmailThe Professional Version of Total Access Emailer lets you automate email blasts programmatically to bypass the add-in user interface, and launch an email blast from a button click or anywhere in your VBA code. A royalty-free Microsoft Access library and distribution program is included so users of your Access application can send those emails without owning their own copy of Total Access Emailer.

To do this, reference the Total Access Emailer runtime library from your VBA editor under References and write the code to automate Total Access Emailer. Run an EXE file once on each user's machine to install its components. Then distribute your database with our runtime library and your users can launch the email blasts you've designed for them.

For more information, visit Distributing Microsoft Access Databases with Total Access Emailer to Other Users. For more information on using VBA to send emails, visit Sending Microsoft Access Email Blasts Programmatically (VBA).


When I sent out my Total Access Emailer blasts, why don't mail recipients within my network receive email, while recipients who are external to my network do?

This situation may occur when your network has these items behind your firewall using NAT (Network Address Translation):

  • The SMTP server you reference in Total Access Emailer
  • Your organization's email server (e.g. Microsoft Exchange)

In this case, the SMTP Server may not correctly resolve the internal IP address of your email server through DNS, and consequently cannot establish an SMTP protocol connection. As a result, emails sent to internal users are not delivered.

Here are some suggestions to resolve or work around this issue:

  1. Use an alternative SMTP server outside your network such as a cloud host like Office365 that offers SMTP connections
  2. Have Total Access Emailer directly use the SMTP Server exposed by your organization's email server (e.g. Microsoft Exchange Mail Server) rather than another SMTP server.
  3. Move the PC running Total Access Emailer or SMTP Server outside of your internal network. This may be accomplished by using a DMZ connection on your firewall.
    • Do not expose your server outside the firewall (unprotected)

How do I send Total Access Emailer blasts on a schedule?

Total Access Emailer lets you create email blast settings that let you run it over and over. The Standard Version lets you interactively select the email blast, press the send button and out it goes. Or you can schedule it for a later time (say end of day) and Total Access Emailer waits until that time to launch it.

Get the Professional Version of Total Access Emailer

For situations where you want to send the same email blast on a regular schedule (every night, once a week, once a month, etc.), you should get the Professional Version to avoid launching the email manually. The Professional Version includes a programmatic interface that lets you use VBA to launch an email blast.

Easily create a procedure to run an email blast, then launch it when you want. It can be tied to a button's OnClick event, after running other tasks, etc. You can also create some VBA code that waits for a certain time then runs the email blast. This requires Access and your program to be running continuously.

If you create a macro to invoke your procedure through the RunCode command, you can launch the email blast from a Windows command line that loads Access, opens your database, and runs your macro. You can then run that from a scheduling program outside of Access. Make sure your macro quits MS Access after running the email blast so you don't open multiple instances of Access.

By itself, Total Access Emailer does not offer a way to send a message on repeated schedule. That's because Total Access Emailer is an Access add-in and runs within the context of Access and your database.

Total Visual Agent Schedules Microsoft Access Events and Other Database Chores

Schedule Microsoft Access macros Our Total Visual Agent program is a scheduling program built specifically for the needs of Access developers and system administrators. It quietly runs in the background waiting for the next event, executes it, then waits for the next event. It can launch a macro on any schedule you want. Events can be scheduled one time, hourly, daily, weekly or monthly. In addition to launching macros, Total Visual Agent also performs system administrative tasks such as database compacts and backups on a regular schedule. It can run as a standalone program or as a Windows NT service. A free demo version is available for download.


Can I run an Email Blast from a button on a form using Total Access Emailer?

Yes. After creating an email blast from the Total Access Emailer add-in, you can launch the email blast from a button. All it takes is knowing which email blast to send and a little VBA code. Total Access Emailer even includes a code generator to create it for you. Just call it from the button click. For more information see Sending Email Blasts Programmatically.

Note: You need to purchase the Professional Version of Total Access Emailer which includes the VBA library to automate it.


Why do I have the error "Update Wizard not initialized properly " when trying to run the Update Wizard for Total Access Emailer?

This error occurs when you attempt to run the Update Wizard by double clicking the "Update.exe" directly instead of running it from the Windows Programs Menu shortcut.

This is because the update.exe file requires parameters to run and return the correct information. In order to determine if there is an update available for this product, please run the update wizard program from the Windows Programs menu or Windows Metro menu.


When I try to use the Programmatic Interface in Total Access Emailer, I get "Error: Sub or Function not defined"

This error indicates that there is a missing reference in the database (or you have selected an incorrect Total Access Emailer reference for the version of Access and database file format that you are using). Please ensure that you are referencing the correct accde or mde required reference for your application using the following steps:

  1. Open any Microsoft Access module object (or create a new one). The Microsoft Access Visual Basic for Applications IDE will now be displayed.
  2. From the menu, select Tools, References to open the References form.
  3. Click the Browse button, and browse for the reference (the required file references can be found within the installation folder which you chose upon the point you installed the product). In order to determine which file reference is correct for your application and system environment, please see the Runtime Libraries chart in the user manual. A copy of the PDF file can be downloaded from here: Total Access Emailer Manual
  4. Click Debug Compile.

Your database application should now compile with no errors (unless there is another compile-time error within your code which is unrelated to the Total Access Emailer Programmatic Interface). In other words, this assumes that there are no other broken references to components separate from Total Access Emailer and that your code is syntactically correct.


Is there to schedule Total Access Emailer blasts to run using a Windows service?

Yes. As described in the previous question, create a macro that runs the email blast you want. You can then use the Windows Service to launch that on your schedule.

Schedule Microsoft Access macrosFMS offers Total Visual Agent to run Microsoft Access macros using a Windows service. First, using the Programmatic Interface (available with a purchase of the Professional Edition of Total Access Emailer), create a procedure that runs one or more of the Emailer blasts that you previously created using the Total Access Emailer Add-in interface. Then, create a macro and assign this procedure to it. Finally, you can fire off this macro using any one of the scheduling options available within Total Visual Agent (i.e., one-time, monthly, weekly, daily, or hourly).


How do I change the email address Total Access Emailer uses to test SMTP relay?

To ensure that your mail server is configured properly and Relay is enabled, Total Access Emailer sends a test message to a known email address at FMS (taemailersample@fmsinc.com). Your network or mail server security may not like this.

Fortunately, Total Access Emailer allows you to customize this email address:

  1. Create an ASCII text file called Temail.txt containing the name of the email address you would like to use.
  2. Put the file in the folder where Total Access Emailer is installed (or the location of the Total Access Emailer runtime library).

Total Access Emailer will now use your email address for the Relay test. This must be a valid email address and Relay must be enabled on your mail server for this test to succeed.