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programatically export emails in outlook 2003

Posted on 2006-11-14
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Last Modified: 2009-07-29
I want to be able to create a macro or code within outlook so that I can select all the items in a folder and export them to an access file ?
Can you do this sort of programming in outlook?


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Question by:andyhowse
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LVL 76

Expert Comment

by:David Lee
ID: 17942757
Greetings, andyhowse.

Yes.  It's simply a matter of making a connection to the database using ADO and then looping through the items in the folder and inserting their contents into the Access table.  What type of Outlook folder are you looking to export?  Do you need to see some sample code or were you just looking to see if it's possible?

Cheers!
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Author Comment

by:andyhowse
ID: 17945060
Hi Bludevilfan and thanks for your reply.

I am trying to export a sub folder of inbobox on a regular basis - 4 times a day.

I would appreciate some sample code if possible.

Thanks in advance.
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LVL 76

Accepted Solution

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David Lee earned 2000 total points
ID: 17946065
andyhowse,

Here's a sample.  This snippet assumes that the table in the Access database is names Messages and is only exporting a subset of the fields in a message.  You can adjust that as needed.  Accessing the body of a message or any address field from code is going to trigger Outlook's built-in security.  The result will be a pop-up dialog-box warning that a program is accessing your mailbox and asking for your permission to allow it to continue.  There's no way to turn that off, but there are a couple of products that will help you work around it.  Here are links to both: http://www.contextmagic.com/express-clickyes/
http://www.dimastr.com/redemption

Sub ExportMessagesToAccess()
    Dim olkFolder As Outlook.Items, _
        olkMessage As Outlook.MailItem, _
        adoCon As Object, _
        strFields As String, _
        varValues As Variant
    'Add or remove fields as desired
    strFields = "Bcc,Body,BodyFormat,Categories,Cc,CreationTime,HTMLBody,Importance,SenderName,Sensitivity,Subject,SentTo"
    Set adoCon = CreateObject("ADODB.Connection")
    'Change the name and path of the database on the next line
    adoCon.Open "Provider=Microsoft.Jet.OLEDB.4.0;Data Source=C:\eeTesting\Outlook.Mdb;Persist Security Info=False"
    Set olkFolder = Session.GetDefaultFolder(olFolderInbox).Items
    For Each olkMessage In olkFolder
        With olkMessage
            varValues = "'" & FixTextField(.BCC) & "'" _
                & ",'" & FixTextField(.Body) & "'" _
                & "," & .BodyFormat _
                & ",'" & FixTextField(.Categories) & "'" _
                & ",'" & FixTextField(.CC) & "'" _
                & ",'" & .CreationTime & "'" _
                & ",'" & FixTextField(.HTMLBody) & "'" _
                & "," & .Importance _
                & ",'" & FixTextField(.SenderName) & "'" _
                & "," & .Sensitivity _
                & ",'" & FixTextField(.Subject) & "'" _
                & ",'" & FixTextField(.To) & "'"
        End With
        'Change the table name "Messages" on the following line as needed
        adoCon.Execute "INSERT INTO Messages (" & strFields & ") VALUES(" & varValues & ")"
    Next
    adoCon.Close
    Set adoCon = Nothing
    Set olkMessage = Nothing
    Set olkFolder = Nothing
    MsgBox "All done!"
End Sub

Function FixTextField(varValue) As Variant
    FixTextField = Replace(Replace(varValue, Chr(34), Chr(34) & Chr(34)), "'", "''")
End Function
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Author Comment

by:andyhowse
ID: 17951144
Thanks BlueDevilFan,
I was thinking of it the other way round - a script or macro to run in outlook to export the emails .... but this will be better - could you give me an idea of how I could then move the processed emails into a 'processed' folder?

I have accepted the answer as Grade A but I didn't get an option to give the points - or do you get the points automatically when I accept?

Many thanks

Andyhowse
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LVL 76

Expert Comment

by:David Lee
ID: 17951967
You're welcome.  The points go to the person who posted the accepted answer.  Since you accepted my post I got the points.  

Moving the processed messages requires a bit of a change to the code.  We can't use a For Each ... Next loop to process the messages because moving the processed messages will cause the loop to skip messages.  When moving items out of the set of items being processed we have to start at the end of the list and work backwards.  

Sub ExportMessagesToAccess()
    Dim olkFolder As Outlook.Items, _
        olkMessage As Outlook.MailItem, _
        adoCon As Object, _
        strFields As String, _
        varValues As Variant, _
        intCounter As Integer
    'Add or remove fields as desired
    strFields = "Bcc,Body,BodyFormat,Categories,Cc,CreationTime,HTMLBody,Importance,SenderName,Sensitivity,Subject,SentTo"
    Set adoCon = CreateObject("ADODB.Connection")
    'Change the name and path of the database on the next line
    adoCon.Open "Provider=Microsoft.Jet.OLEDB.4.0;Data Source=C:\eeTesting\Outlook.Mdb;Persist Security Info=False"
    Set olkFolder = Session.GetDefaultFolder(olFolderInbox).Items
    For intCounter = olkFolder.Count to 1 Step -1
        Set olkMessage = olkFolder.Item(intCounter)
        With olkMessage
            varValues = "'" & FixTextField(.BCC) & "'" _
                & ",'" & FixTextField(.Body) & "'" _
                & "," & .BodyFormat _
                & ",'" & FixTextField(.Categories) & "'" _
                & ",'" & FixTextField(.CC) & "'" _
                & ",'" & .CreationTime & "'" _
                & ",'" & FixTextField(.HTMLBody) & "'" _
                & "," & .Importance _
                & ",'" & FixTextField(.SenderName) & "'" _
                & "," & .Sensitivity _
                & ",'" & FixTextField(.Subject) & "'" _
                & ",'" & FixTextField(.To) & "'"
        End With
        'Change the table name "Messages" on the following line as needed
        adoCon.Execute "INSERT INTO Messages (" & strFields & ") VALUES(" & varValues & ")"
        'Replace "Some Folder Object" with a variable containing a folder object
        olkMessage.Move "Some Folder Object"
    Next
    adoCon.Close
    Set adoCon = Nothing
    Set olkMessage = Nothing
    Set olkFolder = Nothing
    MsgBox "All done!"
End Sub
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Author Comment

by:andyhowse
ID: 17954020
Thanks you are a star!
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