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How to assign categories to calendar items in Outlook based on a text string containing certain text

I want to use a vba macro to do what is discussed in this thread https://www.experts-exchange.com/questions/25072154/How-to-automatically-assign-categories-to-calendar-appointments-in-Outlook-based-on-simple-rules-on-the-subject.html?sfQueryTermInfo=1+10+30+assign+calendar+categori+item+outlook

The calendar items that I want to change (actually add a category to) are already assigned to a category that always contain certain text. Aditionally, part of the subject line for each of those items also always contains the same text.

For example the calendar items always are named "NRVV-xxxxxxxx", where the "x" can be variable text, but the category name always starts with "NRVV". Likewise, the Subject line also always contains "Bkg#" somewhere in the text string.

How can I automatically search the calendar items and add them to another category if they contain one of the text blocks.

Here is the code I currently have in ThisOutlookSession, but it doesn't change (add) the category to the calendar items like I want it to. I'd like them to all be part of the "NRVV" category that is in the Master Cetegory list.

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)
    Dim olkAppt As Outlook.AppointmentItem
    Set olkAppt = Item
    'Here are a couple of examples of category rules you can construct to assign a category'
    
    'If the phrase Project X is in the item subject, then assign it to a category called Projects'
    If InStr(1, olkAppt.Subject, "NRVV") Then AddCategory olkAppt, "NRVV"
    
    'If you are not the meeting organizer, then assign it to a category of Meetings'
    'If olkAppt.Organizer <> Session.CurrentUser Then AddCategory olkAppt, "Meetings"
    
    olkAppt.Save
End Sub

Private Sub AddCategory(olkItem As Outlook.AppointmentItem, strCategory As String)
    If olkItem.Categories = "" Then
        olkItem.Categories = strCategory
    Else
        olkItem.Categories = olkItem.Categories & "," & strCategory
    End If
End Sub

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omgang

mycomac, your code is working for me as expected, e.g. if I create a new Outlook appointment and include 'NRVV" in the subject line the code adds the category NRVV to the appointment item.

Is this not working for you? Are you wanting to do this for existing appointment items? Your code will only fire when new appointment items are created not when editing/updating existing appointment items.

OM Gang

Jeff McClellan

ASKER

I doesn't seem to work for me. The calendar items are being generated by another program and added to the Outlook calendar. Could that be part of the issue?

Jeff McClellan

ASKER

The outlook calendar item is being imported (or generated) by another program and then added to my Outlook Calendar. The above code does not assign the category to those items.

omgang

Your code is within Outlook and fires on an event that takes place within Outlook. If the appointment items are being added by an outside program then the ItemAdd event never fires within Outlook itself. You'll need to modify the process to work on exsiting Calendar items and then decide how/when to run it.

I'd look at creating a sub for function to enumerate all Calendar items and check to see if the string NRVV is in the Subject. If so, call the AddCategory sub to update the Calendar item with the specified Category. You'll need to decide when you want to run the routine - when Outlook starts? or you could call it/run it manually with a shortcut key sequence.

OM Gang

Jeff McClellan

ASKER

Thanks. But I don't know how, what the code should be to do that.

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omgang

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Jeff McClellan

ASKER

This code throws an error when it runs - highlighting this sub

Private Sub AddCategory(olkItem As Outlook.AppointmentItem, strCategory As String

The error message is "Compile error: Ambiguous name detected: AddCategory"

omgang

Did you paste my code into ThisOutlookSesson or a seperate code module, e.g. Module1?

Do you have two procedures named AddCategory? Copy and paste all the code from your ThisOutlookSession module.
OM Gang

Jeff McClellan

ASKER

I did have it twice;

here is the first instance. Can I just delete it?

Private Sub AddCategory(olkItem As Outlook.AppointmentItem, strCategory As String)
If olkItem.Categories = "" Then
olkItem.Categories = strCategory
Else
olkItem.Categories = olkItem.Categories & "," & strCategory
End If
End Sub

omgang

Yes.
OM Gang