Browsing the MS Outlook category

Sharing .pst files in Outlook

I have two coworkers that were trying to share a personal Outlook (“*.pst”) folder. It was on a shared network drive, but one co-worker couldn’t get too it. I didn’t know if it had something to do with only the creator of the Outlook file could open it, etc.

Lessons learned:
1) Outlook has some sort of “executive lock” on the file, such that for a “new” user to add it, the existing user has to close Outlook.

…We did that, and the second coworker was able to add the .pst outlook folder to their mailbox to view the files. But then the first user couldn’t get back in the files.

2) Only one person can use a *.pst file at once; even if multiple people are connected too it. After brief research, it looks like this is a known issue.

I guess Outlook wasn’t meant for file collaboration!

I suggested creating a folder on the network drive and copying (dragging) the files into that folder as a possible solution.

Note: after, the first person tried to get back in the file and couldn’t. The solution was to have the second person close Outlook, just for them to re-add the .pst file.

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Outlook 2010 unread mail in favorites

In the top left pane in MS Outlook 2010 (and other versions, I suppose), there’s a folder called “Unread Mail” in my “Favorites.” I think it’s pretty useful. I accidentally deleted it though.

A quick Google search pointed me here:
http://office.microsoft.com/en-us/outlook-help/restore-the-unread-mail-folder-HA010355884.aspx

Basically in the “Folder” ribbon >> “New Search Folder” (in the “New” section) >> select “Unread Mail”.

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Email went from draft to inbox and now it’s gone

In MS Outlook, I had an email saved as a draft.  When I closed it, it somehow got saved in the Inbox instead of my Drafts folder.  To easily find it, search by “From”, and there will be a blank (so, near the top).

This just happened to a coworker, but he somehow knew that it went to the Inbox; I don’t remember being notified of that.  But I was able to tell him how to retrieve it.

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VBA Outlook Redemption doesn’t work when upgrading to MS Office 2010

I send out automated emails in MS Access, and I do it with the help of a .dll file I use called “Redemption”.  I just upgraded from MS Office 2007 to 2010, and I got an error “Cannot create ActiveX Object error 429”.  Oddly enough, the emails still sent.

I tried re-downloading a new/different version of Redemption, but that didn’t work.  The solution was that I just reinstalled Redemption (References >> Browse, pick the .dll) and it worked!

I was going to put in a check similar to the following, but it wasn’t needed:

 

Err_CustomErrorNameHere:

    If Err.Number <> 429 Then

        MsgBox “Err_ReturnSMTPEmailAddress (” & Err.Number & “) ” & vbCrLf & Err.Description

    End If

    Resume Exit_CustomPlaceToReturnHere

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How to use MS Access to send automated emails through MS Outlook

My boss asked me to create an MS Application to send emails (through MS Outlook) based on the contents of a table (using VBA).  The table would have the person’s email address and the message (he wrote everything up in MS Excel, and I would just have to paste it in the MS Access table).

I stripped out anything pertaining to my company and have included the sample code/explanation below, along with a “blank” database.
Note: This is for sending automated emails through MS Outlook, using MS Access.  I have a field called “clock”, which is our unique identifier for a person.  You would put an email address in there.

Code is as follows:

Private Sub cmdSend_Click()

Dim strReportName As String
Dim rsMail As New ADODB.Recordset

Dim strMsgText As String
Dim strSubject As String
Dim strTo As String
Dim strCC As String
Dim strMsgFromDB As String

strSubject = "My Subject Line is here..."
rsMail.Open "qryMessagesToSend", CurrentProject.Connection, adOpenKeyset, adLockPessimistic

rsMail.MoveFirst

While Not rsMail.EOF

strTo = rsMail("Clock")
strMsgFromDB = rsMail("Message")

strMsg = "" ' Reset for every time
strMsg = "Hello " & rsMail("EmplName")

strMsg = strMsg & vbNewLine & vbNewLine & strMsgFromDB

' If you wanted to send a Report, as an attachment, change the name from "MS_AccessReportNameHere" to whatever your report is.
' You can "filter" the report
' say you had one giant query and you only wanted to send *part* of the query to someone
' you can "filter" it based on criteria, pulled from the tblMessages table

'change the report filter and save the report
' DoCmd.OpenReport "MS_AccessReportNameHere", acViewDesign
' Reports![MS_AccessReportNameHere].Filter = "FIELD_NAME_HERE = '" & rsMail("ValueInFieldAsCriteria") & "'"
' Reports![MS_AccessReportNameHere].FilterOn = True
' DoCmd.Close acReport, "MS_AccessReportNameHere", acSaveYes

' Send it
'DoCmd.SendObject acSendReport, "MS_AccessReportNameHere", "Snapshot Format (*.snp)", strTo, strCC, , strSubject, strMsgText, False

' Just sending text - no attachments

' the "False" is for "Do you want to Edit the email before sending?"
' default is "true," so it won't *automatically* send.
' set to "false" so that it sends automatically, without additional prompts
DoCmd.SendObject acSendNoObject, , , strTo, , , strSubject, strMsg, False

rsMail.MoveNext
Wend

rsMail.Close
Set rsMail = Nothing

MsgBox "Emails Sent"

 

 

End Sub


 

The first problem you’ll run into is “user-defined type not defined”.  You need to “add a reference”.

Go to the code (Alt + F11).  Then Tools >> References… and check off “Microsoft ActiveX Data Objects 2.8 Library

This loops through the recordset, and will send an email.  The only tricky parameter is “editmessage”.  This is for if you want to view (edit) the message prior to sending.  By default, it is “true,” so it will open it up (in Outlook), for you to edit it…  If you want the email sent automatically, without a prompt, set it to “false.”

You’re just about done!  The ony other problem is that you’ll get the following alert from Microsfot Office Outlook: “a program is trying to send an email message on your behalf. If this is unexpected, click Deny and verify your antivirus software is up-to-date…”
Microsoft was smart enough to prompt you to see if YOU really wanted to send an (automated) email.  Of course you did.  You can download a program, “ExpressClickYes” so that it will always click “yes” on that prompt.
Have Express ClickYes running/enabled, and you’ll be able to send automated emails in MS Outlook from MS Access using VBA code.

Sample database can be found here: EmailShell.zip

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How to send a link with a space in it in MS Outlook

Occasionally I want to send a network path / shared drive folder over email, but someone put a space in the folder or file name.  To have it come up as a link, surround it in “<” and “>”.

For example:
file path here

Becomes
<file path here>

When you press ‘enter’ after the last “>”, Outlook will correctly turn it into a link.

Another trick: in Windows Explorer, you can right-click drag a folder to a new email message.  When you release the mouse, there will be an option for “Create Hyperlink Here”.

 

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Recovering a lost file in MS Outlook

A coworker opened up an attachment (in this case, PowerPoint) from Outlook, made some changes, hit “Save,” and shut down Outlook.  The never saved it in a location they could remember, so they essentially lost the file.  Re-opening PowerPoint and looking at the “Recent Files,” it wasn’t there.  I remember in MS Office 2003 (using Win XP), I could just re-open an attachment and see where it saved.  Now I’m on MS Office 2007 and when I tried to do that, the default directory went right to My Documents.  I had a coworker do this (MS Office 2010) and he was able to find the temporary path (so maybe Microsoft just disabled this for MS Office 2007?).

It’s a “hidden” folder, so you have to either “unhide” it or just manually type it in- including the spaces:

C:Documents and Settings[username]Local SettingsTemporary Internet FilesContent.Outlook

Then there’s a folder with random letters…. in there was the saved file!
Prior to typing in the path, I also did a “Search” (using the built-in Windows Search), but the file didn’t come up.  Perhaps because it was in a hidden folder?

 

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