We all use temporary tables in Access but we don’t always remember to clear them.  You can write a query to clear each temp table after you use it, but why create extra objects and increase the size of your database container?

Instead, use some code that will run as you shut down the database.  That way, your temporary tables will be empty before the database is compacted and repaired.  (Hopefully you have Compact on Close set to true in your Options.)

Make a local table called tblTempTableNames with one field:  TempTableName.  Enter the name of each temporary table into tblTempTableNames.  You can do this easily by right clicking the temporary table name, clicking Rename, using Control+C to copy, then right clicking an empty row in tblTempTableNames, and clicking Paste.

Now on your main menu (or whatever form has your Exit Access button) make a text box called txtTempTableName.  This text box does not have to be visible.  My form is called frmMainSwitchboard, so I will refer to my field as forms!frmMainSwitchboard!txtTempTableName.

Write the procedure:

Public Sub ClearAllTempTables

Dim rst as ADODB.Recordset

Dim mySQL as string

Set rst = New ADODB.Recordset

Set rst.ActiveConnection = CurrentProject.Connection

rst.CursorType = adOpenKeyset

rst.LockType=adLockOptimistic

rst.Source = “tblTempTableNames”

rst.Open options:=adCmdTable

Do While Not rst.EOF

With rst

Forms!frmMainSwitchboard!txtTempTableName=rst![TempTableName].Value

Msgbox rst![TempTableName].Value (Used for testing – can be remmed out.)

mySQL = “DELETE FROM “ & forms!frmMainSwitchboard!txtTempTableName

DoCmd.RunSQL mySQL

rst.MoveNext

End With

Loop

rst.Close

Set rst=Nothing

End Sub

Compile your code.

On your Exit Access button, add the following two lines of code before the Exit.Application line:

On Error Resume Next
Call ClearAllTempTables

That’s it.  When you exit Access, your temporary tables will be cleared of records, but the table structures themselves remain intact.

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Taking a break

I am currently training for my first 100 mile run, the Lean Horse 100 in Hot Springs South Dakota.

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You can combine all the email addresses of your customers into one single string and pass that string to the email.  Here’s my example.  I have a table called Customers, and a field called EmailAddress.  Each customer has a CustomerID.

This example is for demonstration purposes only.

Function CombineEmails(strTblQryIn As String, strFieldNameIn As String, _

varPKValue As Variant, Optional strDelimiter) As Variant

Set db = CurrentDb

Set qd = db.CreateQueryDef(“”)

If IsMissing(strDelimiter) Then strDelimiter = “; ”

strSQL = “SELECT [" & strFieldNameIn & "] FROM [" & strTblQryIn & "]”

qd.SQL = strSQL

Set rs = qd.OpenRecordset

Do Until rs.EOF

varResult = varResult & rs.Fields(strFieldNameIn).Value & strDelimiter

rs.MoveNext

Loop

rs.Close

If Len(varResult) > 0 Then varResult = Left$(varResult, Len(varResult) – 1)

CombineEmails = varResult

Set rs = Nothing

Set qd = Nothing

Set db = Nothing

End Function

Then, I use a query (we’ll call it “qryCombineEmails”) that passes my table name and my field name to the function and I get my resultant string:

SELECT Customers.EmailAddress, Customers.CustomerID, CombineEmails(“Customers”,”EmailAddress”,[PeopleID],”;”) AS EmailList

FROM Customers

WHERE (((Customers.EmailAddress) Is Not Null));

The CombineEmails field in this query is the concatenated string.

Now I can pass that string to my DoCmd line like this:

DoCmd.SendObject acSendReport, “MonthlyReport”, acFormatRTF, , , DLookup(“EmailList”, “qryCombineEmails”), “Here’s our monthly report.”

The dlookup finds the EmailList in qryCombineEmails and pastes it into the BCC line of the email.  That way, I don’t have to type individual addresses into my email!

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