Can I snd a rprt to another db user by e-mail? (2000)

Topic

New Reply

Can I send a new report and/or query to another database user by e-mail? (Sorry for the truncated subject, just not enough characters available.) I know how to send the results, but I want to send the code.

My volunteer organizations uses Access to manage our membership. The admin isn’t well versed in Access. While I’m not that that good either, at least I can create simple queries and complex reports. When we need a new report, I don’t want to have the whole database sent to me, create the report and then send it back. Can I not just e-mail the report so that the Admin can just drop it into Access and work? I can’t see why not, but I can’t find any information on how to accomplish this feat.

Reply | Quote

Replies

Jezsik…

I don’t know of any way in Access, to save a query as just a query without it actually being an .mdb of it’s own…but from the sounds of it, that would probably be a solution for you…

You can right click on the query or report in the database window… click “Save as/Export” -> To an external file or database… and choose .mdb type… Then email that file to the people needing it… Then have them “Get External Data” -> “Import” … from the File menu… while in their copy of the database and pull the new items in…

Just curious… Are you not on a network?… If so, you might want to consider splitting the database so that you can update the front-end and just replace that when needed… Just a thought… … but what do I know?

HTH

Reply | Quote

That’s a good idea. I suppose I could simply create a blank database and drag and drop the queries and reports into it. The Admin, in turn, could drag and drop from the new to the old (thus avoiding the complication of importing).

Sadly, the Admin and I are no where near each other. I’ve never tried Access on a network. I’ll have to give it shot as soon as I have a worthy project. Of course everyone in our organization would love to have our database run from a web server (or something to that effect), but this is well beyond my technical reach.

Thanks again!

Reply | Quote

I don’t quite know how to send a report “shell” (which is what I think you’re trying to do?) without sending it in a database, but there must be a way to send it similar to how you can export a form in Word and then import it wherever you want it….

As for the query, you could send him the SQL code and tell him to put it in a query. In your db, when you’re viewing the design view, if you click the same button for design view, you can also click to SQL. Simply copy the code there and plop it in your email. When you email that to him, tell him to open a new query, but don’t put any tables in the grid. The SQL option will show in the upper left corner. If he clicks it, he can simply paste in the same SQL code you sent him.

This is, of course, assuming that your database designs are identical.

Good luck,

Reply | Quote

Yeah, it’s the shell I want to export, not the data. The SQL code is an interesting idea. I’d never looked into that before … and it’s pretty darn slick!

Thanks again!

Reply | Quote

Sending the SQL of a query is a very efficient way of transmitting it, but keep in mind that you won’t send the custom properties you can set in the Access interface (the Format property of columns, column widths, display font, cell borders, and more).

I don;t think that there is a way of sending a form or report except in a database.

Reply | Quote

Jezsik,

I don’t know of a way to pick out individual objects (forms, tables, queries, reports, etc.) and send them as attachments to e-mail. An alternative that’s not too painful is to create an empty .mdb database and import the object(s) you want to send (using File…Get External Data…Import; select your database, then all the objects you want to send). Attach this .mdb to your e-mail. Then have your colleagues reverse the process: They should open their working database, then select File…Get External Data…Import; select the .mdb database you sent them, then the objects. As Cecelia noted, this will work only if you and your colleagues’ source tables are identical in structure. Also, if they already have the objects you are sending (perhaps older versions, but with the same name), Access will import your new version anyway and just add a ‘1’ to its name (it doesn’t give them a chance to overwrite the old version or to cancel the import). Not a particularly “conventional” scheme when there are naming conflicts…

Of course, as mentioned already, some sort of network set up would make your life a lot easier. However, it’s most typical to have the reports, forms and queries out on the users’ machines and the underlying tables on the server, so you’d still be faced with a distribution “challenge” if you just want to send out a single query or report.

Reply | Quote