Streamline Your Invoice Sending Mail Format for Teams

Invoice sending mail format for teams

welcome to another tech help video brought to you by accesslearningzone.com I am your instructor Richard Rost in today's video I'm going to show you how to use the send object command to email an invoice or whatever report you want to in Microsoft Access with just one click well it's one click to like generate everything and pop up the email form and you can edit it and then you can send it well you'll see what I'm talking about today's question comes from James in Cheyenne Wyoming one of my Platinum members James asks is it possible to send an invoice directly to a customer by just clicking on a button on the order form itself right now I've got to click to open the invoice report and then click the send button and then copy and paste their email address and type in a little message and a subject line and it's all just a big paint okay can all of this be automated yes James it can there's lots of different things you can do in fact I've covered a different method to do this in my other send email video which we'll talk about at the end of class but I'm going to show you a real simple way to do it that literally involves one line of code so this is a developer video developer right developer um we will need some VBA but like I said just one line so don't be scared of it so if you've never done any VBA programming before go watch this video first it's about 20 minutes long it covers everything you need to know to get started VBA is easy it's not scary and I'm going to show you exactly what you have to do but go watch this first so you got a little background and you should also know how to get a value from an open form we're going to get the the customer's email address from the open customer form so go watch this video too okay so here I am in my tech help free template this is a free database you can download a copy off my website if you want so you'll find the links down below and right now if I want to send someone an email with their invoice in it right I've got to open up the customer form open up the order form find the the in I can't talk today find the invoice I want to send let me slow down too much coffee click the invoice button that generates the invoice okay then I've got a click I can either save it as a PDF or I can click the email button right here to send it through Outlook right pick PDF hit okay and then Outlook should open and there's my email but I've still gotta copy and paste their uh their email address which I gotta you know switch back over here find it and I can't look it see I can't I can't click behind it because this guy's in the front and it's keeping the focus I can't click on it it's just a pain yeah type in the subject you have to no let's automate this all right I'm going to cancel this okay what I want is just a button where I can click on it here it says just email this and it'll populate all that stuff for me and send it out all right so right click design view let me get rid of you let's slide you here all right let's make this a little bit smaller and I'm going to copy and paste it Ctrl C Ctrl V lad you over here and we'll put in here email it all right give the button a good name not command 14 I'll call it email button whatever all right click build event that'll bring up your code editor right you're in the email button click now what we want is do command dot send object okay send object lets you send any object from the database to someone by email okay come down here and pick AC send report comma what's the object name okay in this case it's the order invoice R that's the name of my report you can see it right down there right order invoice order invoice all right I can't talk today man what's going on I had uh I had some dental work done earlier but I'm not gonna blame that okay comma Now output format they don't give you a list of output format like they did with the uh the object type I I don't know why they access team hello knock knock uh there should be some intellisense for this all right but it's AC format PDF is what you want and if you press enter right now that should capitalize property like that see that the camel case right AC capital F format so that's right uh I'll show you where I got this from in a little bit all right but continuing on there's even more stuff in here comma okay now we're on the two now the two is the email address of the recipient okay so if you have the customer form open and the customer's email address is visible right here you can get that by grabbing forms customer F email okay now we can put a check to make sure that this is something before we click on this button and I'll cover that in the Extended Cut all right but for now you got to make sure that this form is open and there's the email address right there okay so what would this be here it'd be forms customer F customer form email is the name of the field okay comma Now I'm going to go down to the next line the next one is CC and then BCC but I'm going to just ignore those you can if you want to like CC a copy of it to your accounting department every time you send it or you want to BCC it to yourself sometimes if I'm sending stuff that I want to follow up on myself I'll be CCC it to myself that way it'll come out of my inbox and I can just snooze it okay so I'm gonna go comma comma subject is next but I'm gonna go to the next line so line continue enter tab in what's the subject okay um invoice attached all right if you want to get fancy you can put the invoice number in here right invoice order ID and attach like that okay that gets the order ID off of the report that you're on right or actually around the order form that's fine either one might both should have the order ID okay comma message text is what do you want to be in the body of the message all right please find your invoice attached all right now edit message is the default is you want Outlook to pop up and say you can edit it make changes to it you know add other attachments change details I like that option if I'm sending one off invoices one at a time right then I want that on uh you can set it to false and if you do Outlook will just send it in the background and you want to see it so that's completely up to you I'm going to leave the default like it is all right and don't worry about template file it's a more advanced setting I'll cover that in my full course all right but that's all you need right there okay save it and now let me give it a quick debug compile always a good idea to do that once in a while all right close that close it close it close it all right open it up orders oh I moved it down here and saved it let's put it back up see if you make changes to a form and then save it it'll save its position too so I'm gonna move it right there and hit Ctrl s save it in that spot all right close it open it up again and we'll hit email it and there it goes and boom there it is perfect look at that and it says invoice one attached right that's the one is the is the order ID please find your invoice attached you put whatever you want down here and there's my order invoice rpdf which is a copy of the uh the invoice and now at this point all you have to do is hit send and it will go out I'm not going to send it I'm going to hit close and that will generate an error message it says set the the send object action was canceled if you cancel it you can just hit end and it stops I will teach you how to deal with that in the Extended Cut I'm also going to show you in the Extended Cut how to customize this so instead of order invoice r dot PDF you can put something a little more like you know the the invoice one attach you know you can say you know invoice uh one two three four four Joe Smith and that'll be the file name.pdf all right so that'll be covered in the Extended Cut as well so where did I get that AC format PDF from well I came in here in the Google machine and I typed in Ms access and then send object and then format and it will find the Microsoft right here send object method most of this stuff is on Microsoft's website right scroll down and there's a list of the output formats right there you can output as HTML RTF SNP it's the old snapshot format I don't really think they support that anymore plain text XLS a bunch of other ones and there's AC format PDF that's pretty much the only one that I'm using ever maybe once in a while an X in Excel format if it's just table based but I usually stick to PDFs if you're going to send email and here's all the rest of those things that we talked about before down here too all right so that's that's where I got that from honestly I got it from a book probably 10 15 years ago but that's where you can find it I'll put a link to this page down below if you want to learn more about sending email I have another tech help video where I go through a different method for sending email through Outlook and this one I go through a lot more programming but I use a different method it's a little more difficult but it has sometimes better results if you want a more in-depth solution and in the Extended Cut I show you how to send mass email to multiple contacts using a loop so you can say send an invoice to everybody in the database who has not paid it right send all the late invoices out so I cover that in the Extended Cut of this video and I've also got my access email seminar where I cover everything you could possibly want to know about sending emails from access we even build an email server in here so you can create you know mass emails you can send them out in batches you can put merge codes in them you could send them through Outlook you could send them through Gmail you could send them through any mail server any smt server that you want we go there's lots of stuff covered in this one we even build an email server so you can have one machine sitting over there in the corner that gets all of the email from everybody on your network that needs to send email it just goes in and out through one machine so everyone's machines aren't busy sending emails so lots of stuff lots of stuff covered in this one that's the email seminar I'll put a link to that on my website as well all right so in the Extended Cut for the members I'm going to show you how to specify that custom PDF file name so right there the PDF will give it a custom file name we'll deal with that error if the user cancels this so if this opens up and they're like no I don't want to send it I want to make some changes first they hit cancel you we won't get that error message right and we'll make it so that it verifies their email address so if the customer the customer report or customer form doesn't have an email address showing then we won't send the email that's all covered in the Extended Cut for the members silver members and up get access to all of my Extended Cut videos Gold members get access to the databases that I build and my code Vault and lots more you all get free 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