How to Auto Email Access Reports

By Hunter Taylor

Microsoft Access is a powerful, consumer-friendly database program. It can be used for individual households and for businesses. Some components of the database include tables, queries, forms, reports, macros and modules. Reports provide an easily readable presentation of the information in the database. Macros allow routine tasks to be automated. Reports can be shared via email and sent automatically.

Step 1

Go to "Start" > "Programs" > "Microsoft Office" > "Microsoft Access," or if Access has been opened recently, go to "Start" > "Microsoft Access."

Step 2

Select a database to use. In this case, the Issues database is downloaded.

Step 3

Click on the "Create" tab.

Step 4

Click on "Macro."

Step 5

Select "Send Object" in the Action drop-down box.

Step 6

Complete each of the steps in the Action Argument. Select "Report" for the Object Type, select "Open Issues" for the Object Name (this is the name of the report that will be emailed) and select "PDF Format (*.pdf)" for the Output Format. Enter the email addresses of the report recipients, the Subject of the email and the text for the body of the email (Message Text). If the email message needs to be edited before being sent, select "Yes"; otherwise select "No." For HTML files, provide a path for the template.

Step 7

Click on the disk icon to save the macro.

Step 8

Name the macro, then click "OK."

Step 9

Click the exclamation point to run the macro. The program will request that the macro be saved once again.

Step 10

Click on "Allow" to permit the program to send the email. The reports will be sent via Outlook.

Step 11

Open the Navigation Pane by clicking on the double arrows.

Step 12

Double-click the saved macro to automatically email the report.

Step 13

Open the email to verify that it was sent.

Tips & Warnings

  • This process works for Access 2003 also; the screens will look different, but the concept is the same.
  • Reports are not the only objects that can be emailed. Tables, queries and forms can also be emailed. Go to Outlook's Outbox to send the message, or click "Send All" if Outlook is open.
  • Email the report to yourself to ensure they were sent automatically.