XL2000: How to Use an Excel Database to Send E-Mail

• Microsoft Excel 2000

SUMMARY

This article contains a Microsoft Visual Basic for Applications macro for Excel that uses Microsoft Outlook 2000 to generate and send a form e-mail to individuals listed in an Excel database.

MORE INFORMATION

Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs. If you have limited programming experience, you may want to contact a Microsoft Certified Solution Provider or the Microsoft fee-based consulting line at (800) 936-5200. For more information about Microsoft Certified Solution Providers, please see the following page on the World Wide Web:

http://www.microsoft.com/mcsp/

http://www.microsoft.com/support/supportnet/overview/overview.asp

• E-mail addresses are in column A.



• Names are in column B.



• Cells A1 and B1 contain headers.

1. Start Excel. Create a new workbook, and open the Visual Basic editor (press ALT+F11).



2. On the Insert menu, click Module.



3. On the Tools menu, click References.



4. In the Available References list, click to select the Microsoft Outlook 9.0 Object Library check box. Click OK.



5. Type the following code into the code module:




'--- Set up the Outlook objects.
Dim objOutlook As Outlook.Application
Dim objOutlookMsg As Outlook.MailItem
Dim objOutlookRecip As Outlook.Recipient
Dim objOutlookAttach As Outlook.Attachment

'--- Declare our global variables to be used in each subroutine.
Dim CustomerAddress As String
Dim CustomerMessage As String

Sub MailItNow()

'--- Declare our variables.
Dim X As Integer
Dim TempCustomerAddress As String

'--- Prevent screen redraws until the macro is finished.
Application.ScreenUpdating = False

'--- Sort the addresses and names alphabetically, by the e-mail address.
'--- This is REQUIRED to prevent any duplicate addresses from
'    receiving more than one e-mail.
 
Columns("A:B").Select
Selection.Sort Key1:=Range("A2"), Order1:=xlAscending, Header:=xlGuess, _
    OrderCustom:=1, MatchCase:=False, Orientation:=xlTopToBottom

'--- Sets which row to start searching for e-mail addresses and names.
X = 2

'--- Begin looping through all the e-mail addresses in column A until
'    a blank cell is hit.
While Range("A" & X).Text <> ""

    '--- These variables will be used to search for duplicates.
    CustomerAddress = Range("A" & X).Text
    TempCustomerAddress = CustomerAddress
       
    '--- Increment X until a different e-mail address is found.
    While TempCustomerAddress = CustomerAddress
        X = X + 1
        CustomerAddress = Range("A" & X).Text
    Wend
    
    '--- Add the e-mail address to a global variable.
    CustomerAddress = Range("A" & X - 1).Text
    '--- Add a message with the user's name to the e-mail.
    '--- Customize your own message and closing here.
    CustomerMessage = Range("B" & X - 1).Text & "," & vbCrLf & vbCrLf _
       & "Thank you for trying our product!" & vbCrLf & vbCrLf & _
       "Sincerely," & vbCrLf & "ProductCo Inc."
        
    '--- Run the subroutine to send the message.
    Call SendMessage

Wend

End Sub

Sub SendMessage(Optional AttachmentPath)
    
    '--- This is required to prevent a name which does not resolve to
    '    an e-mail address from hanging the app.
    'On Error Resume Next
    
    ' Create the Outlook session.
    Set objOutlook = CreateObject("Outlook.Application")
    
    ' Create the message.
    Set objOutlookMsg = objOutlook.CreateItem(olMailItem)
    
    With objOutlookMsg
        ' Add the To recipient(s) to the message.
        Set objOutlookRecip = .Recipients.Add(CustomerAddress)
        objOutlookRecip.Type = olTo
        
        ' Set the Subject, Body, and Importance of the message.
        .Subject = "Thank You!"
        .Body = CustomerMessage
        .Importance = olImportanceHigh  'High importance
        
        ' Add attachments to the message.
        If Not IsMissing(AttachmentPath) Then
            Set objOutlookAttach = .Attachments.Add(AttachmentPath)
        End If
        
        ' Resolve each Recipient's name.
        For Each objOutlookRecip In .Recipients
            objOutlookRecip.Resolve
            If Not objOutlookRecip.Resolve Then
            Exit Sub
        End If
        Next
        .Send '--- Send the message.
    
    End With
    
    '--- Remove the message and Outlook application from memory.
    Set objOutlookMsg = Nothing
    Set objOutlook = Nothing
End Sub
 

6. On the File menu, click Close and Return to Microsoft Excel.



7. To run the code, make sure the address database sheet is active. On the Tools menu, point to Macro, and click Macros. Click MailItNow, and then click Run.

REFERENCES

For more information about using the sample code in this article, click the article number below to view the article in the Microsoft Knowledge Base:

Q212536 OFF2000: How to Run Sample Code from Knowledge Base Articles

Additional query words: XL2000

Keywords : kbdta kbdtacode OffVBA KbVBA
Version : WINDOWS:2000
Platform : WINDOWS
Issue type : kbhowto