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Difficulty with Default Outlook Calendar Reminders

Posted on 2011-02-24
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Last Modified: 2012-06-27
Hello --

Reaching out for assistance on this minor, but frustrating issue. Small business running Outlook2007 on 4 clients & Outlook2003 on one client. We are NOT using MS Exchange. We use calendar reminders for meetings and such. Each client has been pre-set with an 18 Hour reminder as the deault.

When a user sends a calendar reminder, the 18 hour reminder is present on the senders calendar, however the reciepients are all being reverted to a 15 MINUTE reminder.

Is there a way to endorce the RECIPIENT's reminder on all calendar requests?

I did see some duscussion about using Rules & Alerts to use a script, however after looking at the MS KB page on that topic I got a little intimidated; hoping that is not the only way to accomplish this need.

Thank you in advance for any assistance you might provide.

Regards,
Rhys Buhrman
Operations Manager
ENDIVE Catering - Atlanta GA
404.245.9974
www.endiveatlanta.com
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Question by:ENDIVE_IT_GUY
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11 Comments
 
LVL 76

Expert Comment

by:David Lee
ID: 34974655
Hi, Rhys.

When you say "pre-set with an 18 Hour reminder as the deault" are we talking about the default reminder set by clicking Tools > Options, setting the default reminder to 18 hours and checking the corresponding check-box?
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Author Comment

by:ENDIVE_IT_GUY
ID: 34976189
Yes -

Each iteration of Outlook has the same setting: the default calendar reminder is set to 18 hours.

And in reviewing my post, I want to clarify ... Is there a way to ENFORCE the RECIPIENT's reminder on all calendar requests? Typo on my part - sorry for any confusion.

Thank you so much for your reply.

-Rhys


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LVL 76

Accepted Solution

by:
David Lee earned 125 total points
ID: 34976502
The only way I know of for enforcing the recipient's reminder time is through a script.  Something like the one below.  This script will set the reminder time to 18 hours for all appointments/meetings no matter how they are added to the calendar.  It also sets the reminder for modified appointments.  This code would have to be added to each computer.

Follow these instructions to add the code to Outlook.

2003

1.  Start Outlook
2.  Click Tools > Macro > Visual Basic Editor
3.  If not already expanded, expand Microsoft Office Outlook Objects and click on ThisOutlookSession
4.  Copy the code from the Code Snippet box and paste it into the right-hand pane of
5.  Outlook's VB Editor window
6.  Edit the code as needed.  I included comment lines wherever something needs to or can change
7.  Click the diskette icon on the toolbar to save the changes
8.  Close the VB Editor
9.  Click Tools > Macro > Security
10. Set the Security Level to Medium
11. Close Outlook
12. Start Outlook
13. Outlook will display a dialog-box warning that ThisOutlookSession contains macros and asking if you want to allow them to run.  Say yes.


2007

1.  Start Outlook
2.  Click Tools->Macro->Visual Basic Editor
3.  If not already expanded, expand Microsoft Office Outlook Objects and click on ThisOutlookSession
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 comment lines 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.  Click Tools > Trust Center
9.  Click Macro Security
10. Set Macro Security to "Warnings for all macros"
11. Click OK
12. Close Outlook
13. Start Outlook.  Outlook will display a dialog-box warning that ThisOutlookSession contains macros and asking if you want to allow them to run.  Say yes.
Dim WithEvents olkCalendar As Outlook.Items

Private Sub Application_Quit()
    Set olkCalendar = Nothing
End Sub

Private Sub Application_Startup()
    Set olkCalendar = Session.GetDefaultFolder(olFolderCalendar).Items
End Sub

Private Sub olkCalendar_ItemAdd(ByVal Item As Object)
    With Item
        .ReminderMinutesBeforeStart = 1080
        .ReminderSet = True
        .Save
    End With
End Sub

Private Sub olkCalendar_ItemChange(ByVal Item As Object)
    With Item
        .ReminderMinutesBeforeStart = 1080
        .ReminderSet = True
        .Save
    End With
End Sub

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Author Closing Comment

by:ENDIVE_IT_GUY
ID: 35932473
My solution is a manual one to this issue; I must immediately open each such calendar request, change the reminder time, and close/save changes.

Nothing else I have tried has worked, including the solutions provided here, sad to say.

In the coming months, we are all upgrading to new Windows7 machines with Office2010 so hopefully then it will not be an issue.
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LVL 76

Expert Comment

by:David Lee
ID: 35932628
If the script I posted didn't work, then why didn't you post back and say something so we could try and fix it?  Besides which I know the script works because I've used it before.
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Author Comment

by:ENDIVE_IT_GUY
ID: 35933221
Hi, well, we are a small shop here, and lucky to be really growing and busy -frankly it has been a couple of months since I tried to address this; I

 posted the above today so that I could post a different more presing question, however I looked back at my notes on the previous issue with the default reminders, when I attempted the solution above, I got to step 3, and there was nothing to "expand"; there was no place that made sense to me to paste the code, and I could not find "Microsoft Office Outlook Objects" anywhere in the Visual Basic window. And not being familiar with this area of outlook, and not having an abundance of time, I chose not to experiment with areas that looked "similar" to what you typed above not being sure. Since I would have been dropping in code to an existing, otherwise stable program, I chose to move on. There are likely terms and assumptions in play that are beyond my scope of ability.

I am sure that if the code is properly loaded it would work as advertized, I just was unable to make sense of things past step three.

Thank you.
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LVL 76

Expert Comment

by:David Lee
ID: 35933544
Thanks for taking the time to respond.  Here's why I asked.  A "C" grade is the lowest possible grade in Experts-Exchange.  As such it generally means that the answer selected was incomplete or wrong, or that the expert (me in this case) was unresponsive, not helpful, or downright rude.  The closing comment also says "Nothing else I have tried has worked, including the solutions provided here, sad to say." which future readers of this question will see and think the code doesn't work when in fact it does.  It's a bit of a tough pill to swallow when my responses were pretty timely (8 hours from question to solution), I was helpful or at least attempting to be, and the solution works.  Had you responded that you were stumped on step 3, then I'd have been glad to help you get past that.  I know how easy it is to get busy and not have time to work on a question especially when business demands get in the way.  Please give some consideration to the people here on EE, all of whom are volunteers, who are trying to help out.
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Author Comment

by:ENDIVE_IT_GUY
ID: 35935764
Hi Blue Devil Fan --

You are ABSOLUTELY correct; I should have stopped before I sent that comment; I was COMPLETELY crushed with a new and more terrible outlook issue (since resolved) that I could not post until I closed this one and I forgot about the details. I rushed and did not check my notes from February.

My apologies completely; if there is a way I can "revise" that grade, I will do so. (Even though we are about to upgrade here, I still may try to fix the reminder default, and since we are seasonal I might have the time to try again now for a new brief months.)

I know I am sort of a "bottom feeder" here, really most likely not able to offer much in the way advice to most of this community of experts, but this is a HUGELY helpful resource for me in my present role as the "I'm not an IT guy, but I stayed in a Holiday Inn Express last night" here. It is my goal to always say "thank you" in the proper way, and I will be sure to do that correctly in the future.

Now, about the default reminder thing ... so I am completely lost at step three. There is nothing to "expand" in the MS VBE - what am I doing wrong? I can not find "Microsoft Office Outlook Objects" anywhere. I found an "Object Browser" and in that browser, I found something called "This Outlook Session" -  when I clicked it, I got a list; not a place to paste the script. Since this involved code, I got nervous and worried about turning something that was merely inconvenient into "completely hosed"...

Thank you for your Patience...
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LVL 76

Expert Comment

by:David Lee
ID: 35935902
No worries and you're not a "bottom feeder".  I understand the pressures of business.

Let's see if we can get this fixed.  When you open the VBE in Outlook you should see something like the screen shot.  If you don't, then what do you see?  
VBE-Screenshot.png
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Author Comment

by:ENDIVE_IT_GUY
ID: 35935980
No sir - (THAT picture looks like what I thought I would see based on what you had described!)

This is all I get: Screen Shot of MS Outlook VBE (outlook 2003)
0
 
LVL 76

Expert Comment

by:David Lee
ID: 35936046
Hmmm. If you click Insert on the menu do you have an option to insert a module?  If so, please try that and let me know what happens.
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