Background. Prior to 2007 Outlook stored categories in the registry. A savvy user could export the registry key containing the MCL to a .reg file. They could then import that file as needed on a new or rebuilt computer, or share the file with another user. This provided a rudimentary means of creating a somewhat consistent set of categories within a group. Microsoft killed this ability in Outlook 2007 when they moved the MCL out of the registry and into a hidden folder in the default mail store (the mailbox or .pst file containing the default inbox). Fortunately for us the Outlook development team introduced new programming objects that enable building a more effective and efficient solution.
Solution. Outlook 2007 introduces the Category and Categories objects to Outlook's object model. The Category object describes a single category. The Categories object represents a collection of Category objects. The Categories object is the MCL. Using these objects we can build a simple VBA solution that solves both the issue of backing up and restoring, and sharing the MCL. The class module is the heart of this solution. It provides two methods, one for importing categories and another for exporting them.
The Import method is very simple. It accepts a single, optional, parameter containing the name and path of the file to import. If a file name isn't passed, then the code imports from a file named Outlook Categories.txt which it expects to find in you're My Documents folder. After initializing variables, the code opens the input file and processes the entries it contains one line at a time. Each entry in the file is composed of a simple list of comma-separated values. The values are Name, Color, and Shortcut Key. The code checks each category it reads from the file to see if it already exists. If it doesn't, then the code adds the category to the Outlook's MCL.
The Export method is even simpler. It too accepts a single, optional, parameter containing the name and path of the file to use. As with the Import method, the code defaults to Outlook Categories.txt in you're My Documents folder if a file name isn't passed. The export is very straightforward. It simply writes all defined categories to the text file. The categories are written one per line in the same comma-separated format described above.
Requirements. Outlook 2007.
Instructions. Follow these instructions to implement this solution.
- 1
Add the Class Module
a. From the menu click Tools > Macro > Visual Basic Editor or press ALT+F11 to open Outlook's VB Editor window.
b. From the menu click Insert > Class Module.
c. In the Properties pane (lower left-hand corner) click in the Name field and enter CategoryProcessor.
d. Copy the code in the snippet below and paste it into the right-hand pane of the VB editor.
e. Click the diskette icon on the toolbar to save your changes.
- 2
Add the Calling Code
a. From the menu click Tools > Macro > Visual Basic Editor or press ALT+F11 to open Outlook's Visual Basic editor.
b. If not already expanded, expand Microsoft Office Outlook Objects.
c. If not already expanded, expand Modules
d. Select an existing module (e.g. Module1) by double-clicking on it or create a new module by right-clicking Modules and selecting Insert > Module.
e. Copy the code from the snippet below and paste it into the right-hand pane of Outlook's VB Editor window
- 3
Configure Security
a. Click Tools > Trust Center.
b. Click Macro Security.
c. Set Macro Security to Warnings for all macros.
d. Click OK.
e. Close Outlook.
f. Start Outlook.
- 4
Using This Solution
a. Backing-up Your MCL. Run the CategoriesExport macro.
b. Restoring Your MCL. Run the CategoriesImport macro.
c. Sharing Your MCL. Create the categories. Run CategoriesExport to export them to a file. Distribute the file to your group. Each group member runs CategoriesImport to import the categories on their computer.
Links to Other BlueDevilFan Articles
1. Creating Linked Notes in Outlook 2007
2. Extending Outlook Rules via Scripting
3. Outlook 2007 Corporate Categories System
4. Automatically Printing/Saving Emails/Attachments in Outlook
5. Avoiding Blank Subject Lines in Outlook
6. Never Again Forget to Add that Attachment to your Outlook Email
7. Enhancing Outlook 2007 Meeting Reminders
by: BlueDevilFan on 2009-06-01 at 16:56:59ID: 1280
Hi, guys.
Thanks for the feedback. I'm curious about your first point.
"The first section, "issue", Launches into Categories very quickly as if every reader has had the problems you relay from your EE experiences"
I wrote the article specifically for readers who are familiar with categories and have run into one of the two issues I mentioned. In my first draft I did talk a bit more about categories. I removed that as it seemed unnecessary, kind of like explaining what putting is or why it's important in article about how to improve that particular skill. A reader who is completely unfamiliar with categories probably isn't going to be interested in importing/exporting or sharing them. They aren't the target audience. My concern is that explaining the basics of categories in an article targeted at the experienced user risks alienate them. I know that I'm put off by that sort of writing. What do you think?
I'll re-read the article and look for the grammatical errors. I did run it through Word's spelling and grammar checker and thought I'd caught them all.