Omit records from MS Access 2007 query

[Susan May]

I have about 660 reps that are on a email distribution list. Some of them
are opting out. What is the best command to omit them from this list. Since
the database is constantly changing, I do not want to just delete their
names. I need to manage this in a query. I've tried <> "emaildaddress" and
it works for 1 person, but when I add a second person, they both are in the
list. This remove list may become larger as time goes on. What is the best
syntax to use?

And, can I copy and paste these names directly in the bcc field in Outlook
with no problem once I get the first issue resolved?

Susan

 

[KARL DEWEY]

Add a Yes/No field named Opt_Out. A Yes will store a -1 (minus one) so in
your queries to not output those you use a criteria of 0 (zero).

 

[Susan May]

Karl, each month I am importing this list from Outlook and I'm not the owner
of list, so I can't add any fields to Outlook. If I add the field to this
database table, and append to this database each month, would that work
instead of deleting the table each month and import the data from Outlook
like I am currently doing?

I just don't want to remember who it is every month that has opted out, so I
thought a simple query to eliminate their name or email would do the trick,
but it's not working for me.

Thanks for your help on this one.

Susan

 

[KARL DEWEY]

Create an index in the database and set to unique (no duplicates) and on
append it will not add records for those that exist.

 

[John W. Vinson]

Karl, each month I am importing this list from Outlook and I'm not the owner
of list, so I can't add any fields to Outlook. If I add the field to this
database table, and append to this database each month, would that work
instead of deleting the table each month and import the data from Outlook
like I am currently doing?

I just don't want to remember who it is every month that has opted out, so I
thought a simple query to eliminate their name or email would do the trick,
but it's not working for me.

An alternative to Karl's suggestion (which might cause you to miss updates to
other fields in the Outlook file) would be to create an OptOut table in your
database. It would have only one field, the email address.

You would base your report on a Query using the "Unmatched Query Wizard" to
find only those records in the imported Outlook data that do NOT match the
OptOut table:

SELECT * FROM yourtable
LEFT JOIN OptOut
ON yourtable.Email = OptOut.Email
WHERE OptOut.Email IS NULL;

 

[Susan May]

Thanks Karl.

It's ok to copy the 658 records from the query into Outlook's bcc and send
that way? I tried it and rather than going across like it would normally, it
list runs down. I wanted to make sure that would work.