Solved

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

Posted on 2008-10-17
6
5,212 Views
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.
0
Comment
Question by:GxyAdam
6 Comments
 
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.
0
 

Author Comment

by:GxyAdam
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.
0
 
LVL 76

Accepted Solution

by:
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

            olkItem.Attachments.Item(intIndex).Delete

        Next

        olkItem.Save

    Next

    Set olkItem = Nothing

End Sub

Open in new window

0
What Is Threat Intelligence?

Threat intelligence is often discussed, but rarely understood. Starting with a precise definition, along with clear business goals, is essential.

 

Author Comment

by:GxyAdam
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.
0
 
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.
0
 
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'.

Chris
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

                    olCal.Items(lngAppt).Attachments(attCount).Delete

                Next

                olCal.Items(lngAppt).Save

            End If

        ElseIf CDate(olCal.Items(lngAppt).End) < Date Then

            For attCount = olCal.Items(lngAppt).Attachments.count To 1 Step -1

                olCal.Items(lngAppt).Attachments(attCount).Delete

            Next

            olCal.Items(lngAppt).Save

        End If

    Next

End Sub

Open in new window

0

Featured Post

Do email signature updates give you a headache?

Do you feel like all of your time is spent managing email signatures? Too busy to visit every user’s desk to make updates? Want high-quality HTML signatures on all devices, including on mobiles and Macs? Then, let Exclaimer solve all your email signature problems today!

Join & Write a Comment

Disabling the Directory Sync Service Account in Office 365 will stop directory synchronization from working.
Follow this checklist to learn more about the 15 things you should never include in an email signature from personal quotes, animated gifs and out-of-date marketing content.
In this video we show how to create a Shared Mailbox in Exchange 2013. We show this process by using the Exchange Admin Center. Log into Exchange Admin Center.: First we need to log into the Exchange Admin Center. Navigate to the Recipients >> Sha…
how to add IIS SMTP to handle application/Scanner relays into office 365.

708 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

Need Help in Real-Time?

Connect with top rated Experts

16 Experts available now in Live!

Get 1:1 Help Now