VBA programming of an Access mail merge

Extension of an Access database with Word serial letters & Outlook mailings

Essen-based IT service provider InfoTech by DCS commissioned eWorks with the further development of a Microsoft Access order database on behalf of a customer. The objective was to provide customers with fully automated information about real estate properties via personalized Microsoft Word serial letters and Outlook mailings, including PDF file attachments on request.

The originally planned solution, namely the use of the Microsoft Word mail merge function, unfortunately proved to be unsustainable: although Word mail merges support both print and e-mail mailings, they do not support file attachments. The solution therefore consisted of the VBA programming of an Access mail merge generator, which realizes the attachment of PDF attachments to letters or e-mails through Word automation or Outlook automation.

The Access mail merge generator was integrated directly into the forms of the Access 2010 database and can be started at any time with a simple mouse click after selecting a customer list. Once started, the required recipient data is read in fully automatically, an individual letter or e-mail is generated for each recipient (depending on preference) and the file attachment is attached if necessary. Unfortunately, it was not possible to use CC or BCC lists, as the serial letters or serial e-mails had to be personalized with recipient-specific information. It proved to be a particular technical challenge to be able to add an Outlook signature to the generated Outlook e-mails as required.

eWorks supported its client in the implementation of the Access mail merge generator from the very beginning: starting with the planning, through the Access, Word and Outlook programming with Office 2010, to the handover and commissioning of the Access solution. Following the installation, eWorks is available to its client for operating questions, any error reports (warranty) and possible expansion requests.