Outlook 2007 - How to automatically remove attachments from a large number of calendar items?

Posted on 2008-10-17
Last Modified: 2012-05-05
The Vice President of our company has 120MB of Calendar items in his Exchange Outlook mailbox.  I believe the majority of this is caused by meeting attachments.  How can I quickly and easy remove all attachments from old meetings?  He is using Outlook 2007.
Question by:GxyAdam
LVL 23

Expert Comment

by:Kamaraj Subramanian
ID: 22743773
  1.   On the Tools menu, click on Instant Search, Advanced Find, or use the Ctrl-Shift-F combination on the keyboard.
   2. Under "Look For," the default is set to look for Messages. Change that to Appointments and Meetings.
   3. Leave the Search for the word(s) field blank.
   4. Click Find Now. You'll see all your Calendar events displayed in the pane below.
   5. Select all the appointments and meetings by using Ctrl-A.
   6. Press the Del key to delete all the events. Depending on how many events you have, it may take a while for Outlook 2007 to delete them so be patient.

Author Comment

ID: 22743810
But that will delete the calendar event completely.  I would like to delete the attachment from the item while still keeping the record of the meeting.
LVL 76

Accepted Solution

David Lee earned 250 total points
ID: 22744075
Hi, GxyAdam.

The code below will remove the attachments of all selected appointments.  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 Module1
4.  Copy the code from the Code Snippet box and paste it into the right-hand pane of Outlook's VB Editor window
5.  Edit the code as needed.  I included comments wherever something needs to or can change
6.  Click the diskette icon on the toolbar to save the changes
7.  Close the VB Editor
8.  Close Outlook
9.  Start Outlook
10. Select the old appointments
11. Run the macro

Sub RemoveAttachments()
    Dim olkItem As Object, intIndex As Integer
    For Each olkItem In Application.ActiveExplorer.Selection
        For intIndex = olkItem.Attachments.Count To 1 Step -1
    Set olkItem = Nothing
End Sub

Open in new window

Efficient way to get backups off site to Azure

This user guide provides instructions on how to deploy and configure both a StoneFly Scale Out NAS Enterprise Cloud Drive virtual machine and Veeam Cloud Connect in the Microsoft Azure Cloud.


Author Comment

ID: 22744469
That macro works great for removing attachments from e-mail messages.  However, I'm having difficulty applying this to calendar items.  If I bring up an Advanced Find window, select a calendar item, and run the macro - it will actually run the macro in the background on whatever e-mail message I have selected.  It does not run on the selected item in the foreground Advanced Find window.  If I can figure out another way to display calendar items like regular e-mail messages it will probably work.
LVL 76

Expert Comment

by:David Lee
ID: 22744516
Switch the view on the calendar folder to All Appointments.  Then select the ones you want to run the macro against.
LVL 59

Assisted Solution

by:Chris Bottomley
Chris Bottomley earned 250 total points
ID: 22747477
Haven't tried Davids solution to know if it works in the calendar but have tried the following which works ... I leave any recurrent appointment attachments alone UNLESS the last date is before 'today'.

Sub delApptAttachments()
Dim apptCount As Integer
Dim olCal As Outlook.Folder
Dim appt As Outlook.AppointmentItem
Dim lngAppt As Long
Dim recur As Outlook.RecurrencePattern
Dim attCount As Integer
    Set olCal = Application.GetNamespace("MAPI").GetDefaultFolder(olFolderCalendar)
    For lngAppt = 1 To olCal.Items.count
        If olCal.Items(lngAppt).IsRecurring = True Then
            Set recur = olCal.Items(lngAppt).GetRecurrencePattern
            If Not recur.NoEndDate And recur.PatternEndDate < Date Then
                For attCount = olCal.Items(lngAppt).Attachments.count To 1 Step -1
            End If
        ElseIf CDate(olCal.Items(lngAppt).End) < Date Then
            For attCount = olCal.Items(lngAppt).Attachments.count To 1 Step -1
        End If
End Sub

Open in new window


Featured Post

Free Tool: IP Lookup

Get more info about an IP address or domain name, such as organization, abuse contacts and geolocation.

One of a set of tools we are providing to everyone as a way of saying thank you for being a part of the community.

Question has a verified solution.

If you are experiencing a similar issue, please ask a related question

Suggested Solutions

Is your Office 365 signature not working the way you want it to? Are signature updates taking up too much of your time? Let's run through the most common problems that an IT administrator can encounter when dealing with Office 365 email signatures.
A list of top three free exchange EDB viewers that helps the user to extract a mailbox from an unmounted .edb file and get a clear preview of all emails & other items with just a single click on mailboxes.
CodeTwo Sync for iCloud ( automatically synchronizes your Outlook 2016, 2013, 2010 or 2007 folders with iCloud folders available via iCloud Control Panel. This lets you automatically sync them with…
This video shows how to quickly and easily add an email signature for all users on Exchange 2016. The resulting signature is applied on a server level by Exchange Online. The email signature template has been downloaded from: www.mail-signatures…

828 members asked questions and received personalized solutions in the past 7 days.

Join the community of 500,000 technology professionals and ask your questions.

Join & Ask a Question