Emailing Miscrosoft Access Reports

June 12, 2013 at 12:55:23
Specs: Windows 7

Since my Excel keeps screwing up the conditional formatting for my report, I decided to write the report in Access. I am curious if there is a way to set up Access reports to be automatically emailed on a recurring basis. So let's say I want this report to be emailed weekly to someone, can I set that up in Access? Or is there a roundabout way of doing this?

Thank you!

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June 12, 2013 at 13:02:58
Since my Excel keeps screwing up the conditional formatting for my report

Is the Conditional Formatting integral to your report?
If not, then just get rid of it.
Or, if you care to, explain what is going on and perhaps someone may be able to assist in a solution.

As for working with Access, you would probably have better results posting your question in the Database of Programming forums.


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June 12, 2013 at 13:12:46
The conditional formatting is an important aspect.

In excel, I have a linked pivot table from access that I am trying to conditional format. The formulas are correct but it doesn't extend down into the final few rows, even though my "Applies to" formula looks correct.

Basically I just need to highlight the rows based on an exact text in one of the columns. If J5-J100 (or more) = "COOKT", I want to highlight the entire row from the area of A5:L100(or more)

The formula I am using for a rule is =EXACT($J7,"COOKT") and for the "applies to" area, I use =$A$5:$L$200

The issue, is that some of the rows at the bottom aren't formatted like this, for some reason, even though the last row is A48:L48. And when I clear the rules, and enter the formula again, it isn't consistent. It actually has more rows that are not formatted. Then if I clear it again and do the same, thing something else happens.

I'm wondering if this is just a known issue with conditional formatting and access pivot tables in excel? As this has happened before when i use pivot tables.

Let me know if you have a solution!

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June 12, 2013 at 15:30:33
For a start,
I'm guessing the J7 cell is getting it's data from the Access
data base, if this is correct, then just be aware that
the =EXACT() function can be very picky.

If J7 has the string "COOKT<space>" or "<space>COOKT"
then =EXACT() will return False,
because in Excel a Space is a valid character.

If J7 has the string "COOKT<cr>" or "<nl>COOKT"
then =EXACT() will return False
because in Excel the Carriage Return or New Line is a valid character.

Try this:


Using the =TRIM() and =CLEAN() function will strip out any
stray Space Characters or NonPrinting Characters

Importing data from outside Excel is always an interesting exercise.

See if that clears up some of your problems.

Not exactly sure what your doing with the CF.


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Related Solutions

June 12, 2013 at 15:54:14
For your Conditional Formatting problems, try this:

First Clear out any old Conditional Formatting:

On the ribbon click Conditional Formatting
Select Clear Rules
Select Clear Rules from Entire Sheet

Next, I don't know what version of Excel your using, this is for 2007

1) Select your cell or range of cells, ie A5:L200
2) On the ribbon click Conditional Formatting
3) Click on New Rules, it’s near the bottom of the dialog box.
4) Click Use Formula to determine which cells to format.
5) Enter the formula:


6) Click on the Format button
7) Select the Fill Tab
8) Select a pretty color
9) Click OK
10) Click OK

Note that we have anchored the CF to column J using the $ symbol.

Now, any time the string COOKT appears in cells J5 thru J200
the columns A thru L should change color.

See how that works.


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June 14, 2013 at 10:45:38
Thanks for your responses!

I tried your solutions and they did not work. And again, I cleared rules and tried the exact same formula and it just highlights/formats different areas each time I try it. This time, for example it highlighted rows below my actual pivot table even though I highlighted the pivot table and also fixed the range in the "Manage rules" section. I should mention I am in Excel 2010.

I really think that there is some issue regarding pivot tables pulled from Access and conditional formatting with Microsoft in excel 2010. I have had reports like this in the past, any time I work with pivot tables pulled from Access, the formatting gets entirely messed up. But with any other data, not linked to Access, the formatting works perfectly. But unfortunately I need the information to be linked and consistently updated.

That being said, I was able to create a similar report in Access, so it will be fine. I just wish that I could automatically have this emailed out weekly as it is a status report that I would like to be able to send out on a recurring basis. Are there any ways to do this with Access or excel for that matter? That is... to set up recurring emails to be sent with the updated report weekly?

Thank you!

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June 14, 2013 at 11:13:43

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June 14, 2013 at 11:32:07
Thanks again! This only allows you to send an email once, not recurring though.

The reason I am trying to send recurring, is because it is a report that, in addition to many other things, its also reminds people of their tasks, including even myself. So to have an automated recurring report, it would be wonderful so that I don't have to run the report every time to email it out.

But if it is not possible, then it is not possible.

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June 14, 2013 at 12:19:32
Since you will be using Access you should try posting your question in the Database
or perhaps the Programming forums.

You might get a better response.

I also found this exchange which might point you in the right direction,
see the last response:


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June 14, 2013 at 12:24:24
Thanks again. Will do!

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