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Outlook 2007 - Is it possible to disable reminders for events created in the past?

Posted on 2009-04-15
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Last Modified: 2012-05-06
I not only use Outlook for future events.  I also use it as a timesheet, entering the day's events at the end of the day.  (I then push these events into QuickBooks at the end of the month.)  Anyway, when I enter all my past events, the Reminder tool goes off with each event.  I don't want to disable my reminder tool, because it's absolutely critical for future events.  A "smart" reminder tool, however, that recognizes that newly created past events don't necessitate a reminder would be terrific.  Is this possible?  
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Question by:jdana
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Expert Comment

by:David Lee
ID: 24148933
Hi, jdana.

Reminder is set via a checkbox in an appointment/task.  If you don't want a reminder for a given item, then uncheck the box.  If the box is checked, then Outlook is going to dispaly a reminder.  There s no setting in Outlook to tell it to only display reminders for future events.
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Author Comment

by:jdana
ID: 24163497
Deselecting the Reminder checkbox or clicking OK when the reminder comes up - It's 6 of one / half a dozen the other.  Anyone aware of a little VBA out there that would automatically deselect the Reminder check box if the time is in the past?
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Accepted Solution

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David Lee earned 500 total points
ID: 24164380
Here's some VBA for doing this.  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
4.  If not already expanded, expand Modules
5.  Select an existing module (e.g. Module1) by double-clicking on it or create a new module by right-clicking Modules and selecting Insert > Module.
6.  Copy the code from the Code Snippet box and paste it into the right-hand pane of Outlook's VB Editor window
7.  Edit the code as needed.  I included comments wherever something needs to or can change
8.  Click the diskette icon on the toolbar to save the changes
9.  Close the VB Editor

Run the macro any time you want to clear reminders on old appointments.  One warning, I'm not sure what effect this will have on recurring appointments.  It will clear the reminder on the master appointment of a series which may mean that new occurrences won't have the reminder turned on.
Sub DeselectReminders()
    Dim olkItems As Outlook.Items, _
        olkRestricted As Outlook.Items, _
        olkAppt As Outlook.AppointmentItem
    Set olkItems = Outlook.Session.GetDefaultFolder(olFolderCalendar).Items
    olkItems.IncludeRecurrences = True
    Set olkRestricted = olkItems.Restrict("[ReminderSet] = True")
    For Each olkAppt In olkRestricted
        If olkAppt.AllDayEvent Then
            If olkAppt.Start < Date Then
                olkAppt.ReminderSet = False
                olkAppt.Save
            End If
        Else
            If olkAppt.Start < Now Then
                olkAppt.ReminderSet = False
                olkAppt.Save
            End If
        End If
        DoEvents
    Next
    Set olkItems = Nothing
    Set olkRestricted = Nothing
    Set olkAppt = Nothing
    MsgBox "Done"
End Sub

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Author Closing Comment

by:jdana
ID: 31570486
Wow!  Thanks BlueDevilFan.

J
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Expert Comment

by:David Lee
ID: 24167097
You're welcome.  Happy to help.
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