by Allen Wyatt
(last updated October 31, 2013)
Kelly has a worksheet in which she has a table of dates used as closing dates for getting advertisements into the local Yellow Pages. She wants to import these dates into Outlook Calendar with a 72 hour reminder, but some of the dates keep changing to numbers. Kelly wonders how she can get the Excel dates into Outlook like she needs.
Working with Outlook is a bit "higher level" than your run-of-the-mill Excel macro because you need to understand not only how to access Excel data in the macro, but also how to manipulate Outlook data. Without knowing exactly what data you need to transfer from the worksheet to the Outlook appointment, let's examine a short scenario.
Let's assume that you have a worksheet that contains a series of rows, each of which represents a single appointment you want to create. Each appointment contains information in seven columns, as follows, from left to right:
With this data in place, you can use a macro to loop through all the rows (starting with the second row, assuming the first row has headings) and create an appointment for each row.
Sub AddAppointments() ' Create the Outlook session Set myOutlook = CreateObject("Outlook.Application") ' Start at row 2 r = 2 Do Until Trim(Cells(r, 1).Value) = "" ' Create the AppointmentItem Set myApt = myOutlook.createitem(1) ' Set the appointment properties myApt.Subject = Cells(r, 1).Value myApt.Location = Cells(r, 2).Value myApt.Start = Cells(r, 3).Value myApt.Duration = Cells(r, 4).Value ' If Busy Status is not specified, default to 2 (Busy) If Trim(Cells(r, 5).Value) = "" Then myApt.BusyStatus = 2 Else myApt.BusyStatus = Cells(r, 5).Value End If If Cells(r, 6).Value > 0 Then myApt.ReminderSet = True myApt.ReminderMinutesBeforeStart = Cells(r, 6).Value Else myApt.ReminderSet = False End If myApt.Body = Cells(r, 7).Value myApt.Save r = r + 1 Loop End Sub
The macro continues to loop through the rows until the Subject column is empty.
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