Automating The Creation Of Multiple Records Through A Form

Sorry for the long winded question but want to be sure i clarrify exactly what i'm after.

What I currently do with my database is each time we send an email or a letter or have a phone call with a contact it is logged in our correspondence database. This is achieved by creating a new record in the correspondence form by filling in the contactID of who the correspondence was made with and then filling out the rest of the details as per the correspondence fields below. This works fine at present but occasionally we do mass mailouts of information to say all the centres in a state. Instead of someone having to enter a correspondence record for each of the 400 centre contacts we have in a given state and repeat the date, time, and details information each time so that an individual record appears for each centre, I would like to automate this process.

What I envisage is something like the picture I’ve attached. Where the user could filter by either the state or maybe even select specific centres from a listbox (filter by state is the most important one) and then fill out the rest of the correspondence record and have Access automatically create an Individual record for each of those centres selected, in the Correspondence tbl (from research it sounds like I need some sort of a loop task performed?). I need these records to be added to the bottom of the existing correspondance table

Unfortunately I have no idea how I can achieve the actual creation of all these records. Creating the form and queries based on a form I am fine with.

My table structure is below

Tbl_Correspondance
ContactRefNum (PK)
CDate
CTime
StaffID
ContactID
CentreID
CouncilID
CompanyID
ContactMethod
Project
Details
FollowupReq
FollowupCompleted

ContactID,CentreID,CouncilID,CompanyID are all linked fields to their own tables.


I am a novice user so the simpler the solution the better. Any assistance you could give in this task would be appreciated.