Total Access Emailer
Frequently Asked Questions

Pre-Sales Questions

• What version do I need? What versions of Access does it support?
• Can I try it before I buy it?
• What's the difference between the Standard and Professional version?
• Can I embed Access objects in my emails?
• Is there a limit on the number of emails that I can send in a single email blast?
• Does it send emails using Microsoft Outlook, Lotus Notes, etc.?
• Is Secure Socket Layer (SSL) supported?
• Does Total Access Emailer track incoming mail, or handle removal requests?
• Does it support rich text or Microsoft Word formatting?
• Does Total Access Emailer have faxing capabilities in it?
• Can you track the number of clicks embedded in an email?

Initial Use Questions

• How do I start Total Access Emailer?

• Why does Total Access Emailer need an SMTP mail server, and how can I set one up?

• Does FMS host an SMTP server that I can send mail through?

• Does Windows Vista include an SMTP service that I can use to send email?

• How do I configure my SMTP Settings on the Options form?

Advanced Features and Tips

• How can I embed an image in an email message?

• How do I send HTML emails with embedded graphics?

• Why don't mail recipients within my network receive email, while recipients  who are external to my network do?

• I am receiving an encryption error message when I execute an email blast

• How do I send email blasts on a schedule?

Pre-Sales Questions

What version do I need? What versions of Access does it support?

Total Access Emailer is an Access add-in, and is Access version specific. For example, Total Access Emailer 2007 only works as an add-in with Access 2007.

However, Total Access Emailer works with databases in any format that is supported by the specific version of Access. For example, Total Access Emailer 2007 works with MDB databases that are in Access 2000 format or later, ADPs, and ACCDB files, provided that the database is opened in Access 2007. Similarly, Total Access Emailer 2003 works with databases that are in Access 2000 or Access 2002-2003 format while running Access 2003.

The following versions of Total Access Emailer are available:

• Total Access Emailer, version 12.0 is available for Access 2007
• Total Access Emailer, version 11.5 is available for Access 2003
• Total Access Emailer, version 10.5 is available for Access 2002
• Total Access Emailer, version 9.5 is available for Access 2000
• Total Access Emailer, version 8.5 is available for Access 97

Each version of Total Access Emailer can be purchased as Standard Version or the Professional Version. The Standard Version is designed for end users. The Professional Version includes the Standard Version, plus a programmatic interface and Runtime License to distribute applications that use the functionality of Total Access Emailer. This enables your end users to execute Total Access Emailer blasts without having to purchase a license of Total Access Emailer.

Check the Product Compatibility Chart for version information for all of our products!

Can I try it before I buy it?

Yes! Download the Trial Version to review Total Access Emailer before you buy it. You can create and send up to 50 emails at a time from email addresses stored in your tables.

Also, remember that FMS products come with a 30-day money back guarantee, so you can buy with confidence!

What is the difference between the Standard and Professional versions?

The Standard Version is designed for end users, and includes the Total Access Emailer add-in program.

The Professional Version includes the Standard Version, plus:

• A programmatic interface that lets you send email blasts from your VBA code. For instance, you can tie a macro or button on a form to a specific email blast and let Total Access Emailer run in the background without you or the user launching the add-in.
• Runtime License to distribute applications that use the functionality of Total Access Emailer. This enables your end users to execute Total Access Emailer blasts you've created without having to each purchase a license of the Total Access Emailer add-in. Your end-users do not receive the add-in which lets them create and design their own email blasts.

Can I embed Access objects in my emails?

Yes. Total Access Emailer includes the ability to embed tables, queries/views, and reports directly in your email messages and attachments. Easily filter the data so each recipient receives their own information based on fields in your data source.

The simplest result is using data from a table or query to send each person their set of records like a list of invoices, tasks, etc.

The most powerful feature is using the Access report generator to create sophisticated HTML messages. Any Access report you create can be exported to HTML, which you can now filter and email to each recipient. Leverage the power of Access reports to create emails that are nicely formatted with complex data, lots of detail rows, groupings, summaries, and even subreports.

For more information, refer to the "Embedded Objects" topic in the help file.

Is there a limit on the number of emails that I can send in a single email blast?

No. Total Access Emailer does not limit the number of email messages that can be sent at one time. Your list of emails can be an unlimited number of records in your table or query.

However, there may be limitations beyond Total Access Emailer. Sending a large number of email messages in a short period of time may overload your mail server or affect network performance. Additionally, your mail server may be configured to limit the number or size of emails that can be sent in a particular period of time.

To prevent these problems, Total Access Emailer includes options to pause between messages to slow it down. This may be important if you are sending many emails, large messages, large graphics, and/or attachments. Refer to the "Send Options" topic in the help file for additional information.

Does it send emails using Microsoft Outlook, Lotus Notes, etc.?

No. Total Access Emailer uses an SMTP server to send emails, and works independently of email clients, such as Microsoft Outlook, Lotus Notes, etc.

Total Access Email does not interact, interface or interfere with any specific email client that you have installed. The computer running Total Access Emailer may (but does not need to) have Microsoft Outlook, Lotus Notes, or other email clients installed.

It does, however, require access to an SMTP server that allows relay. An SMTP server is included with computers running Windows 2000, Windows XP Professional, and Windows Server 2003. Additionally, most Internet service providers (ISPs) offer an SMTP server that can be used by their customers. Click here for information about installing an SMTP server.

Note: Windows Vista does not include an SMTP service. Click here for more information.

Is Secure Socket Layer (SSL) supported?

Yes. Total Access Emailer supports sending messages through mail servers that require authentication, as well as servers with secure socket layer (SSL). Refer to the "SMTP Settings" help file topic for details.

Does it track incoming mail or handle removal requests?

No. Total Access Emailer only sends emails. It does not receive emails or process emails such as removal and unsubscribe requests.

In general, removal and unsubscribe requests should be handled by a web site that interacts with your mailing list database. The email message you send using Total Access Emailer could include a link that references this your website, which would include instructions for the recipient to unsubscribe from your email list.

Does it support rich text format (RTF) or Microsoft Word formats?

No, because these are not Internet email formats. Total Access Emailer supports the Internet email formats of plain text or HTML.

Rich text messages can be converted to HTML by using an HTML editor such as Microsoft FrontPage or Dreamweaver, then sending it with Total Access Emailer in HTML message.

When creating an email blast, use the "HTML Tab" and it's help topic for additional information.

Does Total Access Emailer have faxing capabilities in it?

No. Total Access Emailer is designed to send unique, personalized emails to a list of contacts, and it does not offer faxing capabilities.

It does, however, offer the ability to attach files such as Access reports and embed filtered Access tables, queries, and reports which may eliminate the need to fax.

Can you track the number of clicks on a link that is embedded in an email?

No. If your email has links in it, Total Access Emailer does not track the number of times the link is clicked. Total Access Emailer only sends the email out, but does not track what happens when the user receives it.

Your website can provide hyperlinks to track the number of times a link is clicked or visited. Total Access Emailer can then send an email containing the link(s) for your web site to track.

Initial Use Questions

How do I start Total Access Emailer?

The Total Access Emailer is an Access Add-in program. To start the program, open your database, and select "Tools, Add-ins" from the Access menu.

Refer to the "Starting Total Access Emailer" topic in the help file for more information.

Why does Total Access Emailer need an SMTP mail server, and how can I set one up?

To avoid the security limitations of Outlook and MAPI (which prompts the user whenever an email is programmatically sent), Total Access Emailer uses an SMTP server to send emails. That is, Total Access Emailer does not use an email client such as Outlook or Lotus Notes, but an SMTP server instead.

Your SMTP server must be configured to allow relay. For security, you should limit access to specific IP addresses with authentication.

If you do not have an existing SMTP server that allows relay, Windows 2000, XP Professional, and 2003 include it for free and make it easy to setup. See the topic "Installing an SMTP Server" in the Total Access Emailer help file for full details on how to install and configure an SMTP server from your Windows 2000, XP Professional, or 2003 CD.

Additionally, many Internet service providers (ISPs) offer an SMTP server that can be used by their customers. Contact your ISP for details.

Note: Windows Vista does not include an SMTP service that. Click here for more information.

Does FMS host an SMTP server that I can send mail through?

FMS does not host an SMTP server, but Windows 2000, Widows XP Professional, and Windows 2003 include the ability to install an SMTP server for free. Additionally, many Internet service providers (ISPs) offer an SMTP server that can be used by their customers. Click here for information about installing an SMTP server.

Note: Windows Vista does not include an SMTP service that. Click here for more information.

Does Windows Vista include an SMTP service that I can use to send email?

No SMTP service is installed or included with Windows Vista. In order to use Windows Vista as your mail server, you must separately install an SMTP service.

Refer to the following MSDN article for more information:

http://msdn2.microsoft.com/en-us/library/ms172485.aspx

How do I configure my SMTP settings on the Options form?

Do I need to enter a user name and password?

Not necessarily. The user name and password are required for mail servers that require authentication. Not all servers require authentication. If your server does not require authentication, leave the user name and password fields blank.

If you're not sure whether your server requires authentication, please contact your system administrator, or the administrator of the mail server that you are connecting to.

What port number should I use for my mail server?

Use the port number field to specify what port to use to establish a connection with the mail server.

The default port number for most SMTP/ESMTP mail servers is port 25, or 465 for servers that require SSL. By default, Total Access Emailer is configured with the default port number (25 or 465, depending on the connection type). If your mail server uses a different port number, change the value in Total Access Emailer to match your mail server.

Do I need to enter Firewall settings?

Enter the firewall settings if the computer goes through a firewall to get to the SMTP server. These settings do not refer to a server firewall, but to a local firewall.

Otherwise, leave all firewall settings blank, and set the firewall type to "None".

Advanced Features and Tips

How can I embed an image in an email message?

Total Access Emailer automatically embeds local graphics referenced by your HTML email message. However, embedding graphics in your email can significantly increase the email's file size. If size is a concern, consider putting the image on a public web site and reference it via an http: link.

How do I send HTML emails with embedded graphics?

When you send an email in HTML format, it can include graphics. These graphics files can be sent as part of your email message or exist on a public web site that your email references (so it doesn't add to your email size).

Total Access Emailer supports both ways.

To reference graphics on a public web site, simply have your HTML code reference it with a complete URL:

<href="http://www.fmsinc.com/mygraphic.jpg">

Total Access Emailer recognizes the explicit file reference and does not include the file in your email.

If you want to send the graphic file with your email message (something you have to do if your graphic files are on your local hard disk), reference the file without a path or use a relative path. That is, avoid the http:// or file:// syntax and just reference the graphic directly:

<src="mygraphic.jpg"> </p>

If you enter the HTML text into your email blast, the graphic reference is relative to the directory where Total Access Emailer is installed which could create a mess.

A better solution is to create your HTML message as a file in a directory with its graphics, then simply reference that file from your Total Access Emailer email blast settings.

This issue occurs if you are attempting to embed or reference an OLE object in the body of your email using HTML code and the syntax for the embedded object is not. Please note that some WYSIWYG HTML generators (WYSIWYG is short for the phrase "what you see is what you get") auto-generate HTML code that is not compatible with Microsoft Internet Explorer (i.e. HTML 4.01 syntax specifications). We have managed to confirm that Microsoft Word and Microsoft FrontPage are two programs that are causing this problem when generating HTML code for target path strings.

The following example below demonstrates the issue with the HTML code that Microsoft Word generates that is not usable:

<Link rel=Edit-Time-Data href="FileName_files/mygraphic.jpg">

where "mygraphic.jpg" is the name of the graphic file that you are looking to display.

You can tell that this is not correct by doing the following:

1. Paste that code in a new text document.

2. Change its extension to html.

3. View the HTML file in your browser.

You can see that the same issue occurs in this case.

To resolve this issue:

Try referencing your attachment this way in order to get it to display:

<img border="0" src="mygraphic.jpg"> </p>

where "mygraphic.jpg" is located within the installation folder for Total Access Emailer at the point the email is sent.

We definitely recommend that you use relative path addressing in order for your users to be able to view your graphics.

Why don't mail recipients within my network receive email, while recipients  who are external to my network do?

This situation may occur when the IIS-enabled machine (your Total Access Emailer mail server) and your internal mail server are positioned behind the same network firewall using NAT (Network Address Translation). In this case, your IIS machine may have not correctly resolve the internal IP address of your mail server through DNS, and consequently cannot establish an SMTP protocol connection. As a result, emails sent to internal users will fail in delivery by the internal IIS server.

Please review the following suggested options to resolve or work around this issue:

1. Set up Total Access Emailer to use your Microsoft Exchange Mail Server itself as the SMTP server.
2. Position your local desktop or a dedicated SMTP Server outside of your internal network. This can be accomplished by using a DMZ connection on your firewall (if so equipped) or by attaching to the public (unprotected) side of your firewall.

How do I send email blasts on a schedule?

Total Access Emailer lets you create email blast settings that let you run it over and over. The Standard version lets you interactively select the email blast, press the send button and out it goes. Or you can schedule it for a later time (say end of day) and Total Access Emailer waits until that time to launch it.

There may be some situations where you want to send the same email blast on a regular schedule (every night, once a week, once a month, etc.).

With the programmatic interface in the Professional Version, you can do this through VBA code by making a single procedure call to run the email blast you want. This can be tied to a macro or event such as a button on a form.

By itself, Total Access Emailer does not offer a way to send a message on repeated schedule. If you use the Professional Version to create a macro that runs your email blast, our Total Visual Agent program can launch that on any schedule you want. Events can be scheduled one time, hourly, daily, weekly or monthly. In addition to launching macros, Total Visual Agent also performs system administrative tasks such as database compacts and backups on a regular schedule. Visit here for more information including a demo.

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