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Is it possible to auto convert all meeting request to show as "Out of the Office"? RRS feed

  • Question

  • Hi,

    We have a "Vacation calendar" setup in Outlook 2010 SP2. This calendar is used when someone wants to book their time off and reflect on the department calendar.

    The staff sends a meeting appointment to the Vacation calendar where the manager is the delegate of the calendar.  The manager approves and rejects the equests.  The manager does not directly login as the Vacation Calendar neither manage it other than being a delegate to the Vacation Calendar to accept/reject meeting requests.

    We want to automate it so that when a user forgets to change his/her own "show as "Out of the Office" status" request,  at least the Vacation calendar will automatically convert that request to show as "Out of the office" appropriately. See picture.  How can we do that or is that even possible?


    • Edited by DoBongSoon Wednesday, June 29, 2016 3:22 PM
    Wednesday, June 29, 2016 3:21 PM

Answers

  • Hello,

    You can create a VBA macro or develop an Outlook add-in if you need to deploy the solution on multiple PCs.

    Basically you need to handle all incoming meeting requests, accept them and set the BusyStatus property of the AppointmentItem to one of the OlBusyStatus enumeration values. The NewMailEx event is fired when a new item is received in the Inbox. This event fires once for every received item that is processed by Microsoft Outlook. The item can be one of several different item types, for example, MailItem, MeetingItem, or SharingItem. The EntryIDsCollection string contains the Entry ID that corresponds to that item. 

    The NewMailEx event fires when a new message arrives in the Inbox and before client rule processing occurs. You can use the Entry ID returned in the EntryIDCollection array to call the NameSpace.GetItemFromID method and process the item.  For users with an Exchange Server account (non-Cached Exchange Mode or Cached Exchange Mode), the event will fire only for messages that arrive at the server after Outlook has started. The event will not fire for messages that are synchronized in Cached Exchange Mode immediately after Outlook starts, nor for messages that are already on the server when Outlook starts in non-Cached Exchange Mode.

    Finally, you may find the Getting Started with VBA in Outlook 2010 article helpful.


    [custom.development]

    • Marked as answer by DoBongSoon Thursday, June 30, 2016 5:46 PM
    Wednesday, June 29, 2016 4:50 PM

All replies

  • This is possible via custom development. I'm unsure if it's possible out of the box.
    Wednesday, June 29, 2016 4:22 PM
  • Hello,

    You can create a VBA macro or develop an Outlook add-in if you need to deploy the solution on multiple PCs.

    Basically you need to handle all incoming meeting requests, accept them and set the BusyStatus property of the AppointmentItem to one of the OlBusyStatus enumeration values. The NewMailEx event is fired when a new item is received in the Inbox. This event fires once for every received item that is processed by Microsoft Outlook. The item can be one of several different item types, for example, MailItem, MeetingItem, or SharingItem. The EntryIDsCollection string contains the Entry ID that corresponds to that item. 

    The NewMailEx event fires when a new message arrives in the Inbox and before client rule processing occurs. You can use the Entry ID returned in the EntryIDCollection array to call the NameSpace.GetItemFromID method and process the item.  For users with an Exchange Server account (non-Cached Exchange Mode or Cached Exchange Mode), the event will fire only for messages that arrive at the server after Outlook has started. The event will not fire for messages that are synchronized in Cached Exchange Mode immediately after Outlook starts, nor for messages that are already on the server when Outlook starts in non-Cached Exchange Mode.

    Finally, you may find the Getting Started with VBA in Outlook 2010 article helpful.


    [custom.development]

    • Marked as answer by DoBongSoon Thursday, June 30, 2016 5:46 PM
    Wednesday, June 29, 2016 4:50 PM