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outlook automatic email reminder

Posted on 2006-04-21
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Last Modified: 2010-04-02
hi
i need to solve this situation. i have outlook 2003 and i need to have automatic emails sent out for my appointments according to reminder time set. for example i create New appoinment in my calender and add invitees. automatically there is an email sent out right away. But then i set a reminder lets say 1 day. so when that reminder activates i need not only a popup reminder for me but also an automatic email sent out the invitees.
 
thanks
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Question by:rejus
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Expert Comment

by:David Lee
ID: 16515459
Hi rejus,

This is possible in several different ways.  First, a third-party add-in or utility.  Here's a link to a page listing a variety of Outlook add-ins: http://www.slipstick.com/addins/notify.htm  Second, an Outlook macro.  It wouldn't be very tough to do this.  The downside is that macros only run while Outlook is open and running.  It would not be able to send a reminder while you were off-line.  Third, an Exchange event sink.  Event sinks are rules that run at the Exchange server.  They are more difficult to write than an Outlook macro and since they run at the server any error or bug will affect the entire server not just one user.  Of course if you aren't using Exchange, then this isn't an option.

Cheers!
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Author Comment

by:rejus
ID: 16520162
exchange server is def not an option
so it leaves me with
1. macro
2 slipstick page addons

can you help me with macro first.
have you have experience or recommend any of the third party addins?
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Expert Comment

by:David Lee
ID: 16520628
I don't have any experience with add-ins and can't make a recommendation.  Yes, I can help with the macro.  I'll post the code for that within the next 24 hours or so.
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Accepted Solution

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David Lee earned 2000 total points
ID: 16520948
The code for doing this appears below.  Follow these instructions to use it.
1.  Start Outlook
2.  Click Tools->Macro->Visual Basic Editor
3.  If not already expanded, expand Microsoft Office Outlook Objects and click on ThisOutlookSession
4.  Copy the code below and paste it into the right-hand pane of the VB Editor window
5.  Edit the code making the changes per the comments I embeded in the code
6.  Click the diskette icon on the toolbar to save the changes
7.  Close the VB Editor
8.  Click Tools->Macro->Security
9.  Set the Security Level to Medium.  
10.  Close Outlook
11.  Start Outlook
12.  Outlook will display a dialog-box warning that ThisOutlookSession contains macros and asking if you want to allow them to run.  Say yes.

Here's how the code works.  It watches for reminders firing and checks to see if a fired reminder is for an appointment.  If it is, then it creates a new message, addresses it to everyone the appointment includes, and sends it off.  The act of sending a message from code is going to trigger Outlook's built-in security.  This will cause a dialog-box to pop up warning that an application is trying to send mail and asking for your permission to allow it to continue.  There are three ways around this.  One, re-write the code as an Outlook add-in.  Add-ins have different security constraints.  Two, use ClickYes (http://www.contextmagic.com/express-clickyes/) a free third-party tool that will click the Yes button for you when the security dialog appears.  Three, use Outlook Redemption (http://www.dimastr.com/redemption) a third-party library that circumvents Outlook security.

'Code Begins Here
Dim WithEvents olkReminders As Outlook.Reminders

Private Sub Application_Quit()
    Set olkReminders = Nothing
End Sub

Private Sub Application_Startup()
    Set olkReminders = Application.Reminders
End Sub

Private Sub olkReminders_ReminderFire(ByVal ReminderObject As Reminder)
    Dim olkReminderMessage As Outlook.MailItem, _
        olkRecipient As Outlook.Recipient
    If ReminderObject.Item.Class = olAppointment Then
        Set olkReminderMessage = Application.CreateItem(olMailItem)
        With olkReminderMessage
            'Change the subject ext on the following line as desired
            .Subject = "Appointment Reminder: " & ReminderObject.Item.Subject
            For Each olkRecipient In ReminderObject.Item.Recipients
                If olkRecipient.Name <> Session.CurrentUser Then
                    .Recipients.Add olkRecipient.Name
                End If
            Next
            'Change the message body text on the following line as desired
            .Body = "Please don't forget about this appointment."
            .Send
        End With
    End If
    Set olkReminderMessage = Nothing
End Sub
'Code Ends Here
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Expert Comment

by:David Lee
ID: 16570320
Any update, rejus?
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