E-Mail Send Options in GI Access Database

Options for sending Email in our custom Access Database Software

Emailing Options in Access Database

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Email Send Options

If you have Microsoft Outlook installed and setup with your email account(s), we strongly recommend using Outlook as your email client for the database as it provides significant advantages over other emailing options. However, If Microsoft Outlook is not installed, the database can send emails via your website email host, or another on-line email host such as Gmail, using CDO Email functionality.

Outlook Email - Pros

⚬   MS Outlook is likely already installed and setup with one of more emails accounts.

⚬   MS Outlook provides the most reliable method for sending emails from Office software.

⚬   The sender's default signature block can automatically be appended to sent email.

⚬   A copy of each email sent by the database is stored in the user's Outlook Sent folder.

⚬   Emails may be previewed before sending, allowing the user to make changes, or add further comments or attachments.

⚬   If Microsoft Outlook is installed and in use, no additional setup is required.

Outlook Email - Cons

⚬   Microsoft Outlook must be installed and setup for use on your PC.

CDO Email - Pros

⚬   Once setup, emails can be sent without the need to purchase or install Microsoft Outlook.

⚬   CDO Email can be setup to operate with most (Not All) website and on-line email host

⚬   A custom signature block can automatically be appended to sent email(s).

CDO Email - Cons

⚬   CDO Email can be setup to operate with most (NOT All) websites or on-line email hosts.

⚬   CDO Emails is not as reliable as Outlook. It does not attempt to resend an emails if a connection interruption occurs, or the server times out.

⚬   A copy of sent emails is not stored/retained.

⚬   There is no ability to view or edit emails prior to sending.

⚬   The correct SMTP server setting need to entered into the database for emails to be sent.

Setup Email using Microsoft Outlook

Assuming you have set up Outlook to manage your emails, on the Main Menu select the 'Database Setup' and then 'Email Setup'. (Menu options may vary depending on the software title)

In the 'Email Sending Options' field select 'Microsoft Outlook'

In the 'Signature Block' field select:

⚬   Use Sender's Outlook Signature.   User's default Outlook Signature (if saved)

⚬   Use Custom Signature.   As entered in the Custom Signature Block.

⚬   Do not add a Signature to Emails.   No Signature is added to emails

In the 'Use Signature Block' field select either:

⚬   Use for ALL Emails.

⚬   Use on Bulk Emails (Invoice) Only.

Access Database Setup Outlook Email

If the 'Use Sender's Outlook Signature' is selected, the user's stored Outlook default Signature (if it exists) is added to emails.

If the 'Use Custom Signature' is selected, the database inserts the text in the 'Custom Signature Block' field into sent emails.

The 'Use Signature Block' gives the user the option to apply a signature to ALL emails, or ONLY EMAILS generated when sending out bulk Membership invoices.

NOTE: When creating a custom Signature block, you may use standard HTML tags to enhance the text or add links. Also note, that emails sent with MS Outlook are sent via the current user's default email account.

Setup Built-in Email Sending (CDO)

On the database Main Menu, select 'Database Setup' then 'Email Setup' to open the 'Email Setup' form. (Menu options may vary depending on the software title)

In the 'Email Sending Options' field select 'External SMTP Server'

Refer to the 'Setup Email for Microsoft Outlook' section above for information on the fields: 'Signature Block' and 'Use Signature Block'

In the 'Account Password' field enter the password for your email account. Retype the password in the 'Confirm Password' field.

In the 'From Address' enter the email address to display in the From: field in the recipient's email client. If left blank the displayed address will be the sender's email address. Note: Gmail and other providers may ignore this setting.

In the 'Reply To Address' enter the email address to which the recipient's reply email should be directed when the 'Reply' button is clicked. If left blank, the 'reply to address' is the sender's email address.

In the 'SMTP Server Address' field enter the host servers address.

In the 'SMTP Port' field enter the SMTP port used by your email service provider.

In the 'Send Using' field select 'Network (Deft)'. ONLY Use 'Local' if you are running your own SMTP hosting application software.

In the 'Authentication' field select 'BasicSSL'(default) where authentication is required, or 'None' if it is not required. 'NTL' and 'Advanced' should not be selected unless specifically advised to do so by your provider.

Email CDO Setup Options

Send a Test Email

After entering the SMTP settings, type your email address (or another emails address you can access) into the 'Target Email' field and click the 'Send Test' button. Assuming your settings are correct, shortly you will be advised that the email was sent. Be patient, as it may take several minutes while the email is routed through the internet.


If there are issues in sending the email, the most likely cause is incorrect log-in credentials or SMTP settings. The standard SMTP Port No. for an unauthenticated SMTP connection is 25 and for authenticated connections (i.e requires SSL), 465. Usually, the email server host address is 'mail.hostdomain.com' or 'smtp.hostdomain.com, however, some email host providers may use different address configurations and/or port numbers. Check your email host's website for this information. In particular, if you are using a GMail, visit the Gmail Setup FAQ Page.

When using Port 25 to send emails, be aware that some ISP block port 25 as a spam prevention measure. If you have issues sending through port 25, try changing to an authenticated Port (such as 465) and using Basic SSL authentication. Alternately, check the availability of Port 25 with your ISP. Some ISPs will open port 25 upon request.

If for some reason an email cannot be sent an on-screen error message is displayed. Below are some of the common connection issues you may encounter and suggested remedies. It is also worth noting that some Email hosts may use SMTP authentication settings that are not compatible with the Microsoft CDO Emailing functionality used to facilitate this service.

No Internet An Internet connection is not available.

Connect the computer to any wifi or wired internet connction and try again.

Email SMTP Port orr Host Incorrect

Error: -2147220973 The most likely reason is the Host address or SMTP Port No. is incorrect.

However this error can also mean the authetication settings ('Authetication' and 'Use SSL' are incorrect) are incorrect. Note: If Authetication setting is 'Bassic SSL' or 'NTL' the usually Use SLL will be 'YES'.

Check your email host's website for the required SMTP settings

Email CDO Setup Options

Error -2147220975 The log-in credentials are incorrect.

Check that you are using the correct Account name (usually your email address) and password for that account.

If you are using Gmail, then the likely problem will be your Gmail account security setting. For the correct SMTP settings for Gmail visit our Gmail Setup FAQ Page

Email CDO Credentials Setup

Error -2147220978 Authentication rejected for the sender's address.

This error indicates the 'Authentication' settings are incorrect. Try changing it to 'Basic SSL' and check the Port No.

Email CDO Credentials Setup

Local SMTP Not Found

The 'Send Using' setting indicates that you have a local SMTP server, however, the path to the server could not be found."

If you are not running a Local SMTP mail server on your PC or Local network then change the 'Send Using' setting to 'Network (Deft)'.

No Local SMTP server