Sending Appointment Reminders in Outlook

Posted on 2005-04-19
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?

Question by:ajruiz
    LVL 76

    Expert Comment

    by:David Lee
    Hi ajruiz,

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


    Author Comment

    A macro would be solution.  Do you have one available?
    LVL 76

    Expert Comment

    by:David Lee
    I'll put one together and post it as quickly as I can.
    LVL 76

    Accepted Solution


    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
            .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
    End Sub

    Author Comment

    I tried it and it works great.  The user is very pleased better late than never.
    LVL 76

    Expert Comment

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

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