Outlook Macro to compose an email

Posted on 2009-07-01
Last Modified: 2012-06-27
Can some please help with an outlook macro that does:
1.  Constantly monitor the folder C:\My Documents\.
2.  If it sees a new file called "Subject", take whatever is in the clipboard as the Title of the email.  And delete the folder "Subject".
3.  If it sees a new file called "Body", take whatever is in the clipboard as the body of the email. and delete the file "Body".
4.  Send email to
5.  Loop steps 1-4 until I exit Outlook.

The reason I need this macro is that I have a script that is going to generate the subject and the Body of the email, and I like to use Outlook to send out the email.

Really appreciate if someone can help me out.
Question by:Folsomite
  • 5
  • 4
LVL 12

Expert Comment

ID: 24758638
why not use:

shell execute on: body text&

Just a thought.

Author Comment

ID: 24758707
No, it'll not work for me.  I cannot invoke the above command from activeperl script I am using to generate the content of the email.
LVL 76

Expert Comment

by:David Lee
ID: 24758791
Hi,  Folsomite.

Your plan is to use the files as event triggers, right?  If so, then I see the potential for synchronization problems unless your PERL script will never write out more than one set of files at a time.  Could your script write the subject and body into a single file?  

Author Comment

ID: 24758909
Hello BlueDevilFan,
Yes, you are right, I am using the files as event triggers.  My perl script will never write more than one file at a time.  
1.  The perl script copies the subject matter to the windows clipboard, wait for the outlook macro to get the content of the clipboard and delete the "Subject" folder. When the folder "subject" is deleted by the macro, it's a signal to perl script that Outlook has retrieved the Subject from the clipboard.
2.  The perl script copies the body matter to the windows clipboard, wait for outlook macro to get the content of the clipboard and delete the folder "Body".

if it's easier to write a macro that deals with one file, I can refine my perl script to write the subject and the body into a single file.  Let me know how you like to identify the subject and the body from the single file, I will rewrite the perl script to generate that format.

LVL 76

Expert Comment

by:David Lee
ID: 24758991
Ok.  One more question.  What version of Outlook are you using?
Control application downtime with dependency maps

Visualize the interdependencies between application components better with Applications Manager's automated application discovery and dependency mapping feature. Resolve performance issues faster by quickly isolating problematic components.


Author Comment

ID: 24759045
I have Outlook 2002 on one computer and outlook 2003 on another.  If a single macro doesn't work for these versions of outlook, please write me the macro for outlook 2002.

Thanks very much.
LVL 76

Expert Comment

by:David Lee
ID: 24759072
A single macro should work for both.  There's an issue you need to know about up front.  Outlook versions 2000 - 2003 include security features that prohibit sending messages from code without the user's knowledge.  Each message is going to display a dialog-box warning that an application is accessing your mailbox and asking for you to allow it to continue.  You have to click a button to allow the code to proceed.  This kills any kind of fully automated process.  Outlook security cannot be turned off, but there are ways to work around it.  

1.  Sign the code.  Here's a link to instructions on doing that:
2.  Use ClickYes (, a small utility that'll click the Yes button for you.  It creates a security hole though, since a virus could start sending messages and ClickYes would click the Yes button for it too.  
3.  Use Redemption (, a COM library that enables code to safely bypass Outlook security.

If this isn't a show-stopper, then I'll go ahead and work on getting the code together.

Author Comment

ID: 24759285
Thanks for the heads up.  solution #1 you pointed out will work for me, I can lower the Macro security, but since I have McAfee anti-virus installed, I should be OK.

Thanks again.
LVL 76

Expert Comment

by:David Lee
ID: 24819920
Apologies for being so slow.  I hope to get to this tomorrow.
LVL 76

Accepted Solution

David Lee earned 500 total points
ID: 24831288
Ok, here's my take on a solution.  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


1.  Run the macro BeginMonitoring to start the process.
2.  Be sure to run EndMonitoring before exiting Outlook.  Failure to do so will cause Outlook to crash.
3.  This solution assumes that the monitored folder will only contain the triggering files named Subject and Body.
4.  This solution assumes that the files will always be created in sequence, with Subject coming first followed by Body.
Option Explicit

Declare Function SetTimer Lib "User32" (ByVal hwnd As Long, ByVal nIDEvent As Long, ByVal uElapse As Long, ByVal lpTimerfunc As Long) As Long

Declare Function KillTimer Lib "User32" (ByVal hwnd As Long, ByVal nIDEvent As Long) As Long

Declare Function GlobalUnlock Lib "kernel32" (ByVal hMem As Long) As Long

Declare Function GlobalLock Lib "kernel32" (ByVal hMem As Long) As Long

Declare Function GlobalAlloc Lib "kernel32" (ByVal wFlags As Long, ByVal dwBytes As Long) As Long

Declare Function CloseClipboard Lib "User32" () As Long

Declare Function OpenClipboard Lib "User32" (ByVal hwnd As Long) As Long

Declare Function EmptyClipboard Lib "User32" () As Long

Declare Function lstrcpy Lib "kernel32" (ByVal lpString1 As Any, ByVal lpString2 As Any) As Long

Declare Function SetClipboardData Lib "User32" (ByVal wFormat As Long, ByVal hMem As Long) As Long

Declare Function GetClipboardData Lib "User32" (ByVal wFormat As Long) As Long

Public Const GHND = &H42

Public Const CF_TEXT = 1

Public Const MAXSIZE = 4096

'Change the path on the next line to that of the folder you want to monitor'

Const FOLDER_NAME = "C:\eeTesting\FolderMon"

'Change the interval on the next line.'


Const MACRO_NAME = "Monitor Folder"

Private objFSO As Object

Private objFolder As Object

Private objFile As Object

Private lngTimerID As Long

Private strFolderName As String

Private olkMessage As Outlook.MailItem

Private Sub BeginMonitoring()

    Set objFSO = CreateObject("Scripting.FileSystemObject")

    If objFSO.FolderExists(FOLDER_NAME) Then

        Set objFolder = objFSO.GetFolder(FOLDER_NAME)

        If INTERVAL_SECONDS > 0 Then

            ActivateTimer INTERVAL_SECONDS


            MsgBox "The checking interval must be greater then 0 seconds.", vbCritical + vbOKOnly, MACRO_NAME

        End If


        MsgBox "The folder " & FOLDER_NAME & " does not exist.", vbCritical + vbOKOnly, MACRO_NAME

    End If

End Sub

Private Sub EndMonitoring()


    Set objFSO = Nothing

    Set objFolder = Nothing

    Set objFile = Nothing

End Sub

Private Sub TriggerTimer(ByVal hwnd As Long, ByVal uMsg As Long, ByVal idevent As Long, ByVal Systime As Long)

    Debug.Print Time

    If objFolder.Files.count() > 0 Then

        For Each objFile In objFolder.Files

            Select Case objFile.Name

                Case "Subject"

                    Set olkMessage = Application.CreateItem(olMailItem)

                    olkMessage.subject = ClipBoard_GetData()

                    Kill objFile.Path

                Case "Body"

                    With olkMessage

                        .Body = ClipBoard_GetData()

                        .Recipients.Add ""


                    End With

                    Kill objFile.Path

                    Set olkMessage = Nothing

            End Select


    End If

End Sub

Private Sub ActivateTimer(ByVal lngSeconds As Long)

    lngSeconds = lngSeconds * 1000

    'Check to see if timer is running before call to SetTimer

    If lngTimerID <> 0 Then Call DeactivateTimer

    lngTimerID = SetTimer(0, 0, lngSeconds, AddressOf TriggerTimer)

    If lngTimerID = 0 Then

        MsgBox "The timer failed to activate."

    End If

End Sub

Private Sub DeactivateTimer()

    Dim lSuccess As Long

    lSuccess = KillTimer(0, lngTimerID)

    If lSuccess = 0 Then

        MsgBox "The timer failed to deactivate."


        lngTimerID = 0

    End If

End Sub

'This code is not mine.  I picked it up somewhere on the Internet.  All credit goes to the original author.'

Function ClipBoard_GetData() As String

   Dim hClipMemory As Long

   Dim lpClipMemory As Long

   Dim MyString As String

   Dim RetVal As Long

   If OpenClipboard(0&) = 0 Then

      MsgBox "Cannot open Clipboard. Another app. may have it open"

      Exit Function

   End If


   ' Obtain the handle to the global memory

   ' block that is referencing the text.

   hClipMemory = GetClipboardData(CF_TEXT)

   If IsNull(hClipMemory) Then

      MsgBox "Could not allocate memory"

      GoTo OutOfHere

   End If

   ' Lock Clipboard memory so we can reference

   ' the actual data string.

   lpClipMemory = GlobalLock(hClipMemory)

   If Not IsNull(lpClipMemory) Then

      MyString = Space$(MAXSIZE)

      RetVal = lstrcpy(MyString, lpClipMemory)

      RetVal = GlobalUnlock(hClipMemory)


      ' Peel off the null terminating character.

      MyString = Mid(MyString, 1, InStr(1, MyString, Chr$(0), 0) - 1)


      MsgBox "Could not lock memory to copy string from."

   End If


   RetVal = CloseClipboard()

   ClipBoard_GetData = MyString

End Function

Open in new window


Featured Post

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.

Question has a verified solution.

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

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.
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.
This video walks the viewer through the process of creating envelopes and labels, with multiple names and addresses. Navigate to the “Start Mail Merge” button in the Mailings tab: Follow the step-by-step process until asked to find the address doc…
The viewer will learn how to make their project stand out over others by learning how to change colors and shapes, add spaces, change directions, and add bullets to their charts.

932 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

13 Experts available now in Live!

Get 1:1 Help Now