If you are classifying Outlook meetings by color categories and want to set different reminder time for meetings in different color categories, you can refer to this article. Here we will teach you to realize it with Outlook VBA.
For instance, you are dividing meetings into two groups. One is in “Offsite” color category in that the meeting location is too far, and the other is in “Onsite” color category as the location is right here. Now, you want that Outlook can auto set the reminder time of “offsite” meeting as 1 hour before start and “onsite” meeting as 15 minute before start. Looking at this requirement, thereinafter, we will share a quick method.
Auto Set Different Reminder for Meetings in Different Color Categories
- To begin with, launch your Outlook application.
- Then, press “Alt + F11” key buttons to access VBA editor window.
- Next, in the subsequent window, copy and paste the VBA code below into the “ThisOutlookSession” project.
Public WithEvents objCalendar As Outlook.Folder
Public WithEvents objCalendarItems As Outlook.Items
Private Sub Application_Startup()
Set objCalendar = Outlook.Application.Session.GetDefaultFolder(olFolderCalendar)
Set objCalendarItems = objCalendar.Items
End Sub
Private Sub objCalendarItems_ItemAdd(ByVal Item As Object)
Call SetReminder_BasedOnCategories(Item)
End Sub
Private Sub objCalendarItems_ItemChange(ByVal Item As Object)
Call SetReminder_BasedOnCategories(Item)
End Sub
Private Sub SetReminder_BasedOnCategories(ByVal objCalendarItem As Object)
Dim objMeeting As Outlook.AppointmentItem
Dim strCategories As String
If objCalendarItem.Class = olAppointment Then
'Check if the item is a meeting
If objCalendarItem.MeetingStatus = olMeeting Then
Set objMeeting = objCalendarItem
strCategories = objMeeting.Categories
'Set Reminder as 60 min before start for offsite appointments
If InStr(strCategories, "Offsite") > 0 Then
With objMeeting
.ReminderSet = True
.ReminderMinutesBeforeStart = 60
.Save
End With
'Set Reminder as 15 min before start for onsite appointments
ElseIf InStr(strCategories, "Onsite") > 0 Then
With objMeeting
.ReminderSet = True
.ReminderMinutesBeforeStart = 15
.Save
End With
End If
End If
End If
End Sub
- Later, you need click into the “Application_Startup” subroutine and press “F5” key button to run this macro.
- Since then, every time when a new meeting is added to the default calendar or you change an existing meeting, Outlook will auto check the categories of the meeting and auto set the different reminder time.
Eliminate Outlook Errors
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1
I instituted the code as suppied and it caused an infinite loop because the update itself triggered another execution of the subroutine, which did the same thing, etc. It needs to have logic added to not perform the update if it has already been performed.
Thanks for this, I missed two meetings today that were sent to me without reminders. I modified your code to add a reminder if there wasn’t one.
Private Sub SetReminder_IfMissing(ByVal objCalendarItem As Object)
Dim objMeeting As Outlook.AppointmentItem
If objCalendarItem.Class = olAppointment Then
‘Check if the item is a meeting
If objCalendarItem.MeetingStatus = olMeeting Then
Set objMeeting = objCalendarItem
‘Set Reminder to 15 minutes if there isn’t a reminder already set
If Not objMeeting.ReminderSet Then
With objMeeting
.ReminderSet = True
.ReminderMinutesBeforeStart = 15
.Save
End With
End If
End If
End If
End Sub