We recently published a short video tutorial on using data macros to trigger an email alert in Access 2010 (see below). Since this behavior assumes that you are running on SharePoint 2010 Enterprise Edition and relying on SharePoint for email delivery it is worth taking a closer look at the best practices we have established for making sure emails are delivered as expected from the SharePoint 2010 Server. If you have published your application to our shared hosting farm we run a standalone instance of the SMTP service with verbose logging enabled. The net effect of this configuration is that we get a detailed report of the conversations between SharePoint, the SMTP Mail Delivery Service, and the destination email server. This information can be invaluable in determining why an email generated successfully from Access does not make it to the intended inbox. Common mail delivery issues include lack of a reverse DNS record, SPAM quarantine, and typos in the users email address. Many of these issues can be properly diagnosed and corrected by using an SMTP instance dedicated to Access Services. Disclaimer: There are instances where the email message is marked as SPAM and non-delivered without any notification back to the originating server as to why the message was rejected. We wonât mention any names but the worst offender of this is spelled Y-A-H-O-O. That problem is easily corrected by finding an alternative free email provider.
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