Question

Outlook Macro to send multiple meeting requests

Asked by: dance1bb

I would like to send multiple meeting requests with different recipients, dates and times. This link seems to do what I want for an individual user but I would like to do something like this for over 100 recipients.
http://outlookcode.com/codedetail.aspx?id=88

Sub SendMeetingRequest()
    Dim objOL   'As Outlook.Application
    Dim objAppt 'As Outlook.AppointmentItem
    Const olAppointmentItem = 1
    Const olMeeting = 1
    
    Set objOL = CreateObject("Outlook.Application")
    Set objAppt = objOL.CreateItem(olAppointmentItem)
    With objAppt
        .Subject = "My Test Appointment"
        .Start = Now + 1
        .End = DateAdd("h", 1, .Start)
        
        ' make it a meeting request
        .MeetingStatus = olMeeting
        .RequiredAttendees = "someone@somewhere.dom"
        .Send
    End With
    
    Set objAppt = Nothing
    Set objOL = Nothing
End Sub

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Asked On: 2009-09-18 at 04:50:19ID24742902
Tags: vbscript
,; VB
,; Macro
,; Excel
,; Outlook
,; Develop
Topics: Microsoft Development
,; Outlook Groupware Software
,; VB Script
Participating Experts: 1
Points: 500
Comments: 20

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Answers

by: chris_bottomleyPosted on 2009-09-18 at 05:34:02ID: 25365206

Hello dance1bb,

The same code should be fine ...

Assuming your group seperator is ; then replace:
.RequiredAttendees = "someone@somewhere.dom"
with
.RequiredAttendees = "someone@somewhere.dom;someoneelse@somewhere.dom;fred@somewhere.dom; fred@doris.com"' etc

Regards,

chris_bottomley

by: dance1bbPosted on 2009-09-18 at 08:18:59ID: 25366860

Chris, thanks for the response. Perhaps I neglected to mention that the Date and Time of the meeting requests are different. We have about 100 recipients and they all are schedule at different times. Is there a way to pull that information from an excel file through this macro? Please advise.

by: chris_bottomleyPosted on 2009-09-18 at 09:04:18ID: 25367363

Absolutely ... if you can identify teh data location, specifically email address and the start times/days then we can create a structure to accomodate that.

Chris

by: dance1bbPosted on 2009-09-18 at 10:50:02ID: 25368245

Great. How would I go about "calling" an excel sheet with the fields of emaill address and Date/Time using the above Outlook Macro? Are there any examples online or could you provide one? Yeah, I'm not a developer but I'm willing to learn.

by: chris_bottomleyPosted on 2009-09-18 at 11:02:03ID: 25368370

The code is already ready to use in a non outlook application and in theory all that is needed is a loop around the data ... hence the request for knowledge of how the data is presented so we can design a suitable loop.

Subject
start
duration
attendee(s)

Would seem to be the necessary data.

For the rest hopefully we will supply the necessary code and directions on how to install/use it.

Chris

by: dance1bbPosted on 2009-09-18 at 11:10:54ID: 25368448

Yes, the fields you you included will suffice.

by: chris_bottomleyPosted on 2009-09-18 at 11:17:38ID: 25368496

DOes the not already exist then ... I was assuming from teh request that you already had something ... if not it's no problem just don't want to apply effort only to change it later on.

Chris

by: dance1bbPosted on 2009-09-18 at 11:23:45ID: 25368553

Here is the excel sheet I am using.

Appointments.xlsx
- 9 KB
Appointments

by: chris_bottomleyPosted on 2009-09-19 at 07:54:45ID: 25373218

The first row has a duration ... does every appt require 30 mins as a default duration?

i.e. the default can be 30 mins and if different in the sheet then the sheet over-rides the default?

Chris

by: chris_bottomleyPosted on 2009-09-19 at 08:10:39ID: 25373263

The modified sub is below and as tested in the attached workbook.

See how it looks.

Chris

Sub SendMeetingRequest()
Dim objOL   'As Outlook.Application
Dim objAppt 'As Outlook.AppointmentItem
Dim rw As Long
Const olAppointmentItem = 1
Const olMeeting = 1
    
    Set objOL = CreateObject("Outlook.Application")
    For rw = 2 To Sheet1.Range("a" & ActiveSheet.Rows.Count).End(xlUp).Row
        Set objAppt = objOL.CreateItem(olAppointmentItem)
        With objAppt
            .Subject = "My Test Appointment"
            .Start = Sheet1.Range("B" & rw) + Sheet1.Range("c" & rw)
            If Sheet1.Range("D" & rw) = "" Then
                .End = .Start + TimeValue("00:30:00")
            Else
                .End = .Start + Sheet1.Range("D" & rw)
            End If
            ' make it a meeting request
            .MeetingStatus = olMeeting
            .RequiredAttendees = Sheet1.Range("a" & rw)
            .display
        End With
    Next
    
    Set objAppt = Nothing
    Set objOL = Nothing
End Sub

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Appointments.xls
- 41 KB
saved as 97 xls to include macros

by: dance1bbPosted on 2009-09-21 at 05:19:20ID: 25382106

Chris, thanks for the code. I noticed that I receive a prompt in Outlook for a location for each instance. I added a location field to the excel sheet. How can we edit the macro to include the location field? Thanks.

Appointments-1-.xls
- 38 KB
Location field added

by: chris_bottomleyPosted on 2009-09-21 at 06:30:40ID: 25382603

Code modified as follows

Chris

Sub SendMeetingRequest()
Dim objOL   'As Outlook.Application
Dim objAppt 'As Outlook.AppointmentItem
Dim rw As Long
Const olAppointmentItem = 1
Const olMeeting = 1
    
    Set objOL = CreateObject("Outlook.Application")
    For rw = 2 To Sheet1.Range("a" & ActiveSheet.Rows.Count).End(xlUp).Row
        Set objAppt = objOL.CreateItem(olAppointmentItem)
        With objAppt
            .Subject = "My Test Appointment"
            .Start = Sheet1.Range("B" & rw) + Sheet1.Range("c" & rw)
            If Sheet1.Range("D" & rw) = "" Then
                .End = .Start + TimeValue("00:30:00")
            Else
                .End = .Start + Sheet1.Range("D" & rw)
            End If
            ' make it a meeting request
            .Location = Sheet1.Range("E" & rw)
            .MeetingStatus = olMeeting
            .RequiredAttendees = Sheet1.Range("a" & rw)
            .display
        End With
    Next
    
    Set objAppt = Nothing
    Set objOL = Nothing
End Sub

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Appointments-1-.xls
- 38 KB
Sample as tested

by: dance1bbPosted on 2009-09-21 at 08:16:19ID: 25383765

What would we need to add to the code for both a reminder and a description?

by: chris_bottomleyPosted on 2009-09-21 at 08:33:24ID: 25383968

Releavant data to the sheet, minutes before and the description then some code changes.

Chris

by: dance1bbPosted on 2009-09-21 at 09:51:01ID: 25384892

I added fields to the excel sheet for description and reminder. The reminder should be two days prior to the event time. Do the fields make sense?

Appointments-1-.xls
- 34 KB
Meeting sheet with description and reminder duration

by: chris_bottomleyPosted on 2009-09-21 at 23:12:40ID: 25389950

Modified as follows

Chris

Sub SendMeetingRequest()
Dim objOL   'As Outlook.Application
Dim objAppt 'As Outlook.AppointmentItem
Dim rw As Long
Const olAppointmentItem = 1
Const olMeeting = 1
    
    Set objOL = CreateObject("Outlook.Application")
    For rw = 2 To Sheet1.Range("a" & ActiveSheet.Rows.Count).End(xlUp).Row
        Set objAppt = objOL.CreateItem(olAppointmentItem)
        With objAppt
            .Subject = Sheet1.Range("F" & rw)
            .Start = Sheet1.Range("B" & rw) + Sheet1.Range("c" & rw)
            If Sheet1.Range("D" & rw) = "" Then
                .End = .Start + TimeValue("00:30:00")
            Else
                .End = .Start + Sheet1.Range("D" & rw)
            End If
            ' make it a meeting request
            .Location = Sheet1.Range("E" & rw)
            .MeetingStatus = olMeeting
            .RequiredAttendees = Sheet1.Range("a" & rw)
            .display
            .reminderset = True
            .reminderminutesbeforestart = ((Sheet1.Range("G" & rw) * 24) + Hour(Sheet1.Range("G" & rw) Mod 1)) * 60
        End With
    Next
    
    Set objAppt = Nothing
    Set objOL = Nothing
End Sub

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by: dance1bbPosted on 2009-09-22 at 11:07:33ID: 25395702

This should be ready for production after one more modification. I would like to enter text in the body of the meeting request also. Thanks for your help on this.

Appointments-1-.xls
- 35 KB
Added a column for the body of the meeting request

by: chris_bottomleyPosted on 2009-09-22 at 11:21:39ID: 25395868

Sub SendMeetingRequest()
Dim objOL   'As Outlook.Application
Dim objAppt 'As Outlook.AppointmentItem
Dim rw As Long
Const olAppointmentItem = 1
Const olMeeting = 1
    
    Set objOL = CreateObject("Outlook.Application")
    For rw = 2 To Sheet1.Range("a" & ActiveSheet.Rows.Count).End(xlUp).Row
        Set objAppt = objOL.CreateItem(olAppointmentItem)
        With objAppt
            .Subject = Sheet1.Range("F" & rw)
            .Start = Sheet1.Range("B" & rw) + Sheet1.Range("c" & rw)
            If Sheet1.Range("D" & rw) = "" Then
                .End = .Start + TimeValue("00:30:00")
            Else
                .End = .Start + Sheet1.Range("D" & rw)
            End If
            .Location = Sheet1.Range("H" & rw)
            ' make it a meeting request
            .Location = Sheet1.Range("E" & rw)
            .MeetingStatus = olMeeting
            .RequiredAttendees = Sheet1.Range("a" & rw)
            .display
            .reminderset = True
            .reminderminutesbeforestart = ((Sheet1.Range("G" & rw) * 24) + Hour(Sheet1.Range("G" & rw) Mod 1)) * 60
        End With
    Next
    
    Set objAppt = Nothing
    Set objOL = Nothing
End Sub

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by: chris_bottomleyPosted on 2009-09-22 at 11:22:30ID: 25395874

Brain fade!

Use this not that!

Chris

Sub SendMeetingRequest()
Dim objOL   'As Outlook.Application
Dim objAppt 'As Outlook.AppointmentItem
Dim rw As Long
Const olAppointmentItem = 1
Const olMeeting = 1
    
    Set objOL = CreateObject("Outlook.Application")
    For rw = 2 To Sheet1.Range("a" & ActiveSheet.Rows.Count).End(xlUp).Row
        Set objAppt = objOL.CreateItem(olAppointmentItem)
        With objAppt
            .Subject = Sheet1.Range("F" & rw)
            .Start = Sheet1.Range("B" & rw) + Sheet1.Range("c" & rw)
            If Sheet1.Range("D" & rw) = "" Then
                .End = .Start + TimeValue("00:30:00")
            Else
                .End = .Start + Sheet1.Range("D" & rw)
            End If
            .Body = Sheet1.Range("H" & rw)
            ' make it a meeting request
            .Location = Sheet1.Range("E" & rw)
            .MeetingStatus = olMeeting
            .RequiredAttendees = Sheet1.Range("a" & rw)
            .display
            .reminderset = True
            .reminderminutesbeforestart = ((Sheet1.Range("G" & rw) * 24) + Hour(Sheet1.Range("G" & rw) Mod 1)) * 60
        End With
    Next
    
    Set objAppt = Nothing
    Set objOL = Nothing
End Sub

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by: dance1bbPosted on 2009-09-22 at 13:47:58ID: 31630502

This solution really helped me out. Thanks Chris!

20120131-EE-VQP-002

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Outlook Macro to send multiple meeting requests

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