Question

Send Outlook meeting invitation via email using VBA

Asked by: NashVegas

I have a form in Access that sets up a training event. The training coordinator selects the time and location and the attendees from a listbox. I have added a button on the form that is intended to execute code that sends all of the attendees a calendar invitation. So far I have built a recordset that contains the email addresses for each selected staff. I know how to create an Outlook object and create a new appointment, but how do I send an appointment invitation to each email address in my recordset?  

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Asked On
2009-09-09 at 11:19:23ID24719069
Tags

Outlook

,

Access

,

VBA

Topics

Access Coding/Macros

,

Exchange Email Server

,

VB Objects

Participating Experts
2
Points
500
Comments
6

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Answers

 

by: NashVegasPosted on 2009-09-09 at 14:54:25ID: 25295940

I found some useful information here:
http://www.experts-exchange.com/Programming/Misc/Q_21947200.html?sfQueryTermInfo=1+forwardasvc
Borrowing heavily from the code on that post (and using my personal email account to test rather than the dynamic list of recipients) I end up getting an email with the correct subject, but I am not getting a calendar appointment sent via email which is what I expected from the "oMailItem = oAppointment.ForwardAsVcal" line. Any ideas?

Dim oOutLook As New Outlook.Application
Dim oAppointment As Outlook.AppointmentItem
Dim oSubj As String
Dim oLocation As String
Dim tmStart As Date
Dim tmEnd As Date
Dim dtAppt As Date
Dim rs2 As DAO.Recordset
Dim sql2 As String
sql2 = "SELECT Title from tblTrn where TrnId = " & Me.TrnID
Set rs2 = db.OpenRecordset(sql2)
 
oSubj = rs2!Title & " Training"
oLocation = Me.Location
tmStart = Me.Start_Time
tmEnd = Me.End_Time
dtAppt = Me.EvtDate
 
Set oAppointment = oOutLook.CreateItem(olAppointmentItem)
oAppointment.Subject = oSubj
'oAppointment.Body = "This is the body text for my appointment"
oAppointment.Location = Nz(oLocation, "TBD")
 
'Set the start date
oAppointment.start = dtAppt & " " & tmStart
'End date
oAppointment.End = dtAppt & " " & tmEnd
'Set the reminder 120 minutes before start
oAppointment.ReminderSet = True
oAppointment.ReminderMinutesBeforeStart = 120
oAppointment.Importance = Outlook.OlImportance.olImportanceHigh
 
'Can be set as any of the following :
'olBusy
'olFree
'olOutOfOffice
'olTentative
oAppointment.BusyStatus = Outlook.OlBusyStatus.olBusy
oAppointment.Save
 
'When you call the Save () method
'the appointment is saved in Outlook. Another useful method is ForwardAsVcal () which can be used to send the Vcs file via email.
 
Dim oMailItem  As Outlook.MailItem
Set oMailItem = oOutLook.CreateItem(olMailItem)
oMailItem = oAppointment.ForwardAsVcal
oMailItem.To = "jmallory@comcast.net"
oMailItem.Send
                                              
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by: peakpeakPosted on 2009-09-10 at 06:25:39ID: 25299891

You mix VCard with a Meeting item. The ForwardAsVcal will return a contact's info as a vCard file.
Have a look at AppointmentItem instead

 

by: NashVegasPosted on 2009-09-10 at 06:29:55ID: 25299920

peakpeak,

AppointmentItem creates an appointment on the user's calendar. What I want to do is send an appointment invitation via email. Thanks.

 

by: peakpeakPosted on 2009-09-10 at 06:40:00ID: 25300038

 

by: NashVegasPosted on 2009-09-10 at 08:10:41ID: 25301018

I found the solution from MatthewsPatrick here:
http://www.experts-exchange.com/Software/Office_Productivity/Office_Suites/MS_Office/Excel/Q_24536733.html
I needed to create a recipients object like you would need to create an appointment object. This code also uses late binding to eliminate the need for the Outlook reference library. I've attached the code below that does what I need.

Thanks for your assistance. Somehow the links you provided led me to change the key words of my search which brought me to the solution that I could not previously find. Can I award partial points for that?

Private Sub cmdInvite_Click()
Dim db As DAO.Database
Dim rs As DAO.Recordset
Dim sql As String
Dim numRecs As Integer
 
'This code gets the email addresses of all the selected attendees
 
Set db = CurrentDb
sql = "SELECT [E-mail Address] As EmailId From tblEmp Where [E-mail Address] Is Not Null AND (EmpId = "
 
    For i = 0 To Me.Attendees.ListCount - 1
        sql = sql & Me.Attendees.ItemData(i) & " OR EmpId = "
    Next i
    sql = Left(sql, (Len(sql) - 12))
    sql = sql & ");"
    
Set rs = db.OpenRecordset(sql)
numRecs = rs.RecordCount
If numRecs < 1 Then
    MsgBox "There are no selected attendees. Please select at least one attendee to receive the invitation."
    Exit Sub
End If
 
'This code creates the Outlook appointment and sends the invitation to the attendees
 
Dim olApp As Object
Dim olAppt As Object
Dim olRecip As Object
Dim oSubj As String
Dim oLocation As String
Dim tmStart As Date
Dim tmEnd As Date
Dim dtAppt As Date
Dim rs2 As DAO.Recordset
Dim sql2 As String
sql2 = "SELECT Title from tblTrn where TrnId = " & Me.TrnID
Set rs2 = db.OpenRecordset(sql2)
 
Const olAppointmentItem As Long = 1
Const olRequired As Long = 1
Const olMeeting As Long = 1
 
oSubj = rs2!Title & " Training"
oLocation = Me.Location
tmStart = Me.Start_Time
tmEnd = Me.End_Time
dtAppt = Me.EvtDate
 
Set olApp = CreateObject("Outlook.Application")
Set olAppt = olApp.CreateItem(olAppointmentItem)
With olAppt
    .MeetingStatus = olMeeting
    .Subject = oSubj
    .Location = Nz(oLocation, "TBD")
    .start = dtAppt & " " & tmStart
    .End = dtAppt & " " & tmEnd
    .ReminderSet = True
    .ReminderMinutesBeforeStart = 120
    .Importance = Outlook.OlImportance.olImportanceHigh
    rs.MoveFirst
    Set olRecip = .recipients.Add(rs!EmailId)
    olRecip.Type = olRequired
    Do While Not rs.EOF
        rs.MoveNext
        If Not rs.EOF Then
            Set olRecip = .recipients.Add(rs!EmailId)
            olRecip.Type = olRequired
        End If
    Loop
    .Send
End With
End Sub

                                              
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by: darkstar3dPosted on 2009-09-11 at 06:39:18ID: 25309335

Pick your solution as answer and peakpeak's as assisted.

20120131-EE-VQP-002

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