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Sending Appointment Reminders in Outlook

Posted on 2005-04-19
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Last Modified: 2010-04-08
I have an administrative assistant that is sending a meeting request to various employees.  They all accept it and shows up in their calendars.  She needs a way to send reminders to the various employees to remind them of the meeting.  Currently, she opens up the appointment and clicks on Send Update.  Unfortunately, a user sees the reminder and thinks it is already in his calendar so he deletes it.  It does not send an e-mail to the administrative assistant indicating he deleted it but it does get removed from his Calendar.

Is this just a matter of training the user not to delete the update?

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Question by:ajruiz
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LVL 76

Expert Comment

by:David Lee
ID: 13823205
Hi ajruiz,

If you're interested in a solution that uses an Outlook macro, then I can help you solve this.

Cheers!
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Author Comment

by:ajruiz
ID: 13824062
A macro would be solution.  Do you have one available?
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LVL 76

Expert Comment

by:David Lee
ID: 13829201
I'll put one together and post it as quickly as I can.
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Accepted Solution

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David Lee earned 2000 total points
ID: 14840582
ajruiz,

I owe you a huge apology!  Somehow this question fell through the cracks and I forgot about it.  Here's the macro I'd mentioned.  This macro will create a reminder message for the currently selected appointment.  If you need instructions on how to set a macro up and use it, then let me know and I'll get them posted.

Sub SendAppointmentReminder()
    Dim olkAppointment As Outlook.AppointmentItem, _
        olkMessage As Outlook.MailItem, _
        olkRecipient As Outlook.Recipient
    Set olkAppointment = Application.ActiveExplorer.Selection.Item(1)
    Set olkMessage = Application.CreateItem(olMailItem)
    With olkMessage
        For Each olkRecipient In olkAppointment.Recipients
            .Recipients.Add olkRecipient.Address
        Next
        .Recipients.ResolveAll
        .Subject = "Appointment Reminder: " & olkAppointment.Subject
        .Body = "This is to remind you of the subject appointment." & vbCrLf & _
            "  Begins: " & olkAppointment.Start & vbCrLf & _
            "Location: " & olkAppointment.Location
    End With
    olkMessage.Display
End Sub
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Author Comment

by:ajruiz
ID: 14841079
I tried it and it works great.  The user is very pleased better late than never.
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LVL 76

Expert Comment

by:David Lee
ID: 14841169
Glad to hear it.  I apologize again for having forgotten the question for so long.
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