Search Excel Worksheet for text highlighted in Outlook email - excel

Everyday I get emails with project numbers on them. I usually highlight and copy the project number from the email, click on my excel spreadsheet (WI_Design_Tracker), ctrl + F (to find) and paste the project number into the find field, then Find Next. I'm trying to create a macro that will shorten the process since I do it a hundred times a day. I found a macro that does the opposite (finds a highlighted number in Excel and searches through Outlook to find the email. I tried to amend it to fit my purposes but it's above my skill level. Any help would be greatly appreciated. Here's the code I'm trying to convert to search my Excel worksheet for the project number I have highlighted on an Outlook email.
'Code:
Option Explicit
Public Sub Search_Outlook_Emails()
Dim outApp As Outlook.Application
Dim outNs As Outlook.Namespace
Dim outStartFolder As Outlook.MAPIFolder
Dim foundEmail As Outlook.MailItem
Set outApp = New Outlook.Application
Set outNs = outApp.GetNamespace("MAPI")
'Start at Inbox's parent folder
Set outStartFolder = outNs.GetDefaultFolder(Outlook.olFolderInbox).Parent
'Or start at folder selected by user
'Set outStartFolder = outNs.PickFolder
If Not outStartFolder Is Nothing Then
Set foundEmail = Find_Email_In_Folder(outStartFolder, ActiveCell.Value)
If Not foundEmail Is Nothing Then
If MsgBox("Email subject: " & foundEmail.Subject & vbNewLine & vbNewLine & _
"Folder: " & foundEmail.Parent.FolderPath & vbNewLine & vbNewLine & _
"Open the email?", vbYesNo, "'" & ActiveCell.Value & "' found") = vbYes Then
foundEmail.Display
End If
Else
MsgBox "", vbOKOnly, "'" & ActiveCell.Value & "' not found"
End If
End If
End Sub
Private Function Find_Email_In_Folder(outFolder As Outlook.MAPIFolder, findText As String) As Outlook.MailItem
Dim outItem As Object
Dim outMail As Outlook.MailItem
Dim outSubFolder As Outlook.MAPIFolder
Dim i As Long
Debug.Print outFolder.FolderPath
Set Find_Email_In_Folder = Nothing
'Search emails in this folder
i = 1
While i <= outFolder.Items.Count And Find_Email_In_Folder Is Nothing
Set outItem = outFolder.Items(i)
If outItem.Class = Outlook.OlObjectClass.olMail Then
'Does the findText occur in this email's body text?
Set outMail = outItem
If InStr(1, outMail.Body, findText, vbTextCompare) > 0 Then Set Find_Email_In_Folder = outMail
End If
i = i + 1
Wend
DoEvents
'If not found, search emails in subfolders
i = 1
While i <= outFolder.Folders.Count And Find_Email_In_Folder Is Nothing
Set outSubFolder = outFolder.Folders(i)
'Only check mail item folders
If outSubFolder.DefaultItemType = Outlook.olMailItem Then Set Find_Email_In_Folder = Find_Email_In_Folder(outSubFolder, findText)
i = i + 1
Wend
End Function

Thanks for the link Tim. That was much simpler. I'd had seen that code before but wasn't able to make it work so I tried again. Here's what I ended up with. It could still use some tweaking and error handling, but this is what's working for now:
Sub FindOutlookValue()
Dim OutApp As Object
Dim OutMail As Object
Dim olInsp As Object
Dim WdDoc As Object
Dim strText As String
On Error Resume Next
'Get Outlook if it's running
Set OutApp = GetObject(, "Outlook.Application")
Set OutMail = OutApp.ActiveExplorer.Selection.Item(1)
With OutMail
Set olInsp = .GetInspector
Set wdDoc = olInsp.WordEditor
strText = WdDoc.Application.Selection.Range.Text
End With
'Find strText in Excel
Dim cl As Range
With Worksheets("MyWorksheet").Cells
Set cl = .Find(strText, After:=.Range(A1), LookIn:=xlValues)
If Not cl Is Nothing Then
cl.Select
End If
End With
End Sub

Related

VBA Application-defined error outlook connection

I have the following code and keep having the error "application-defined or object-defined error" and cannot understand why. The tool Microsoft Office 16.0 Object library is activated, I am confident that the error is liked with the line Set outlookMail = outlookApp.CreateItem(0). For sure I am missing something in the connection with outlook.
Sub send_emails()
Dim outlookApp As Object
Dim outlookMail As Object
Dim cell As Range
Dim lastRow As Long
' Create Outlook object
Set outlookApp = CreateObject("Outlook.Application")
' Determine the last row in the worksheet
lastRow = ActiveSheet.Cells(Rows.Count, "A").End(xlUp).Row
' Loop through each cell in column D
For Each cell In Range("D2:D" & lastRow)
' Check if the date in the cell is 15 days from today
If cell.Value = Date + 15 Then
' Retrieve the corresponding email address, name, and surname
Email = cell.Offset(0, 2).Value
Name = cell.Offset(0, 1).Value
surname = cell.Offset(0, -1).Value
' Create a new email
Set outlookMail = outlookApp.CreateItem(0)
' Set the recipient, subject, and body of the email
outlookMail.To = Email
outlookMail.Subject = "Reminder"
outlookMail.Body = "Dear " & Name & " " & surname & ", this is a reminder that your event is coming up in 15 days. Please make sure to prepare accordingly."
' Set the sender and send the email
outlookMail.SendUsingAccount = outlookApp.Session.Accounts.Item("YOUR EMAIL ADDRESS")
outlookMail.Send
' If the email was sent successfully, color the cell in column E green
cell.Offset(0, 1).Interior.Color = vbGreen
End If
Next cell
' Clean up
Set outlookMail = Nothing
Set outlookApp = Nothing
End Sub
The tool Microsoft Office 16.0 Object library is activated
I suppose you have added a reference to the Outlook object model (a COM reference) in Excel VBA environment. In the code I see that the late-binding technology is used:
Dim outlookApp As Object
Dim outlookMail As Object
' Create Outlook object
Set outlookApp = CreateObject("Outlook.Application")
But at the same time you added a COM object reference for using the early-binding in the code. So, I'd suggest using the New operator and declare all Outlook objects in the code with specific types instead:
Dim outlookApp As Outlook.Application
Dim outlookMail As Outlook.MailItem
Set outlookApp = New Outlook.Application()
You can read more about early and late binding technologies in the Using early binding and late binding in Automation article.
Send Emails From Excel
Option Explicit
Private Enum eCols
ecSurName = 1 ' C
ecDate = 2 ' D
ecName = 3 ' E
ecEmail = 4 ' F
End Enum
Sub SendEmails()
Const MY_EMAIL As String = "YOUR EMAIL ADDRESS"
On Error GoTo ClearError
' Reference the worksheet.
If ActiveSheet Is Nothing Then Exit Sub ' no visible workbooks open
If Not TypeOf ActiveSheet Is Worksheet Then Exit Sub ' not a worksheet
Dim ws As Worksheet: Set ws = ActiveSheet
' Reference the range.
Dim LastRow As Long: LastRow = ws.Cells(ws.Rows.Count, "A").End(xlUp).Row
If LastRow < 2 Then Exit Sub ' no data
Dim rg As Range: Set rg = ws.Range("C2", ws.Cells(LastRow, "F"))
' Write the values from the range to an array.
Dim Data(): Data = rg.Value
' Write the matching rows to a collection.
Dim coll As Collection: Set coll = New Collection
Dim r As Long, rDate As Variant
For r = 1 To UBound(Data, 1)
rDate = Data(r, eCols.ecDate)
If IsDate(rDate) Then
If rDate = Date + 15 Then coll.Add r
End If
Next r
If coll.Count = 0 Then Exit Sub ' no matches
' Send the emails.
Dim olApp As Object: Set olApp = CreateObject("Outlook.Application")
Dim crg As Range, rItem, ErrNum As Long, emCount As Long
Dim olMail As Object, mEmail As String, mName As String, mSurName As String
For Each rItem In coll
mEmail = Data(rItem, eCols.ecEmail)
mName = Data(rItem, eCols.ecName)
mSurName = Data(rItem, eCols.ecSurName)
Set olMail = olApp.CreateItem(0)
With olMail
.To = mEmail
.Subject = "Reminder"
.Body = "Dear " & mName & " " & mSurName _
& ", this is a reminder that your event is coming up " _
& "in 15 days. Please make sure to prepare accordingly."
.SendUsingAccount = olApp.Session.Accounts.Item(MY_EMAIL)
On Error Resume Next ' suppress send error e.g. if invalid email
olMail.Send
ErrNum = Err.Number
On Error GoTo ClearError
End With
' Count and combine cells to be highlighted.
If ErrNum = 0 Then
emCount = emCount + 1
If crg Is Nothing Then
Set crg = rg.Cells(rItem, eCols.ecName)
Else
Set crg = Union(crg, rg.Cells(rItem, eCols.ecName))
End If
End If
Next rItem
ProcExit:
On Error Resume Next
' Highlight cells.
If Not crg Is Nothing Then crg.Interior.Color = vbGreen
' Clean up.
If Not olMail Is Nothing Then Set olMail = Nothing
If Not olApp Is Nothing Then Set olApp = Nothing
' Inform.
MsgBox IIf(emCount = 0, "No", emCount) & " email" _
& IIf(emCount = 1, "", "s") & " sent.", _
IIf(emCount = 0, vbExclamation, vbInformation)
On Error GoTo 0
Exit Sub
ClearError:
Debug.Print "Run-time error '" & Err.Number & "':" & Err.Description
Resume ProcExit
End Sub

Reply to last email from specific sender in Excel

In Excel, I am looking up the email address of a person, and then I want to find the last email (send or received) and trigger a reply to this email. This reply is triggered by a button in Excel.
Dim a As Integer
Dim objOutlook As Object
Dim objMail As Object
Dim rngBody As Range
Dim rngAttach As Range
Set objOutlook = CreateObject("Outlook.Application")
Set objMail = objOutlook.CreateItem(0)
EmailStr = "sombody#gmail.com" (dummy replacement for my find the email adress in excel spreadsheet
then I would need to find emails to/from this address in my outlook, and then reply to the latest one.
What I did manage is start a new email to this person, but no idea how to find and reply
With objMail
.To = EmailStr
.CC = AMEmail
.Subject = TitleMail
.HTMLBody = BodyStr & Signature
.ReadReceiptRequested = True
.Display 'Instead of .Display, you can use .Send to send the email _
or .Save to save a copy in the drafts folder
Set objOutlook = Nothing
Set objMail = Nothing
Set rngBody = Nothing
Set rngAttach = Nothing
Update: still struggling, but no more crashes for now. Wher I am stuck now it here:
Private Sub CommandButton2_Click()
Dim olApp As Object
Dim olNs As Object
Dim olFldr As Object
Dim olItems As Object
Dim olItemReply As Object
Dim i As Long
Dim emailStr As String
Dim filter As String
Set olApp = CreateObject("Outlook.Application")
Set olNs = olApp.GetNamespace("MAPI")
Set olFldr = olNs.GetDefaultFolder(6) ' olFolderInbox
Debug.Print "olFldr: " & olFldr
emailStr = "sombody#gmail.com" '(email address in Excel spreadsheet)
Debug.Print "emailStr: " & emailStr
Set olItems = olFldr.Items
Debug.Print olItems.Count
'finds all 19 items in my inbox with msgbox(olItems.count)
filter = "[SenderEmailAddress] = '" & emailStr & "'"
Debug.Print filter
Set olItems = olFldr.Items.Restrict(filter)
Debug.Print olItems.Count
'finds 0 items now ??? why....
End sub
This demonstrates how to create a searchfolder of items received from an email address.
Option Explicit ' Consider this mandatory
' Tools | Options | Editor tab
' Require Variable Declaration
' If desperate declare as Variant
Private Sub mailFromEmailAddress()
' Early binding
' Requires reference to Microsoft Outlook XX.X Object Library
Dim objOutlook As Outlook.Application
Dim strSearch As String
Dim strDASLFilter As String
Dim strDASLFilter_option As String
Dim strScope As String
Dim strScopeEdit As String
Dim objSearch As Search
Dim fldrNm As String
strSearch = "someone#internet.com"
Set objOutlook = CreateObject("Outlook.Application")
' create a searchfolder
Debug.Print
'strScope = "'Inbox', 'Deleted'"
strScope = "'Inbox'"
Debug.Print "strSearch...........: " & strSearch
' https://learn.microsoft.com/en-us/previous-versions/office/developer/exchange-server-2007/aa579702(v=exchg.80)
' ***** use "fromemail" for "senderemailaddress" *****
strDASLFilter_option = "fromemail"
Debug.Print "strDASLFilter_option: " & strDASLFilter_option
'fldrNm = strDASLFilter_option & " " & strSearch
fldrNm = strSearch
Debug.Print "fldrNm..............: " & fldrNm
'strDASLFilter = "urn:schemas:httpmail:" & strDASLFilter_option & " LIKE '%" & strSearch & "%'"
strDASLFilter = "urn:schemas:httpmail:" & strDASLFilter_option & " LIKE '" & strSearch & "'"
Debug.Print "strDASLFilter.......: " & strDASLFilter
Debug.Print "strScope............: " & strScope
Set objSearch = objOutlook.AdvancedSearch(scope:=strScope, filter:=strDASLFilter, SearchSubFolders:=True, Tag:="SearchFolder")
Debug.Print fldrNm
'Save the search results to a searchfolder
objSearch.Save fldrNm
Debug.Print fldrNm & " saved."
' Question 2
' Reference the saved searchfolder
' https://stackoverflow.com/questions/55363286/how-do-you-set-a-folder-variable-for-a-search-folder
' Question 3
' Sort the collection of items in the searchfolder
' Reply to most recent and appropriate item
End Sub
To reply to most recently received mailitem in known folder.
Option Explicit' Consider this mandatory
' Tools | Options | Editor tab
' Require Variable Declaration
' If desperate declare as Variant
Private Sub replyToSenderEmailAddress()
' Reply to most recently received mailitem in specified folder
' Late binding - reference to Outlook Object Library not required
Dim olApp As Object
Dim olNs As Object
Dim olFldr As Object
Dim olItems As Object
Dim olItemReply As Object
Dim i As Long
Dim emailStr As String
Dim filter As String
Set olApp = CreateObject("Outlook.Application")
Set olNs = olApp.GetNamespace("MAPI")
Set olFldr = olNs.GetDefaultFolder(6) ' olFolderInbox
Debug.Print "olFldr: " & olFldr
emailStr = "sombody#gmail.com" '(email address in Excel spreadsheet)
Debug.Print "emailStr: " & emailStr
Set olItems = olFldr.Items
Debug.Print olItems.Count
filter = "[SenderEmailAddress] = '" & emailStr & "'"
Debug.Print filter
Set olItems = olFldr.Items.Restrict(filter)
Debug.Print olItems.Count
olItems.Sort "[ReceivedTime]", True
For i = 1 To olItems.Count
Debug.Print olItems(i).ReceivedTime
If olItems(i).Class = 43 Then
Set olItemReply = olItems(i).Reply
olItemReply.Display
Exit For
End If
Next
End Sub

VBA to search and reply in Outlook with specific criteria

I am Using windows 10, Excel 2013 and Outlook 2013
I am new to Macro. I need macro to perform below Task:
1) From Excel I want to open Outlook if Outlook is closed and move Point.2, If outlook is already open then move to Point.2
2) Search for a specific email in outlook in all folders and sub folders with criteria “A” and “B”
a) Latest dated received or sent email.
b) With specific Subject contains “Approved”, this to be taken from active cell.
3) Open the found latest mail as per above criteria do “Reply all”.
4) Write a comment and display the mail or send.
Below code was my start, but it has the following issues:
The code search for the exact name, while i need to search for any email contain the word which in active cell.
The code search only in sent emails, while i need to search in both inbox and sent.
The code just open the email, i need to write template comment as well.
Many thanks in advance.
Sub ReplyMail_No_Movements()
' Outlook's constant
Const olFolderSentMail = 5
' Variables
Dim OutlookApp As Object
Dim IsOutlookCreated As Boolean
Dim sFilter As String, sSubject As String
' Get/create outlook object
On Error Resume Next
Set OutlookApp = GetObject(, "Outlook.Application")
If Err Then
Set OutlookApp = CreateObject("Outlook.Application")
IsOutlookCreated = True
End If
On Error GoTo 0
' Restrict items
sSubject = ActiveCell.Value
sFilter = "[Subject] = '" & sSubject & "'"
' Main
With OutlookApp.Session.GetDefaultFolder(olFolderSentMail).Items.Restrict(sFilter)
If .Count > 0 Then
.Sort "ReceivedTime", True
With .Item(1).replyall
.Display
'.Send
End With
Else
MsgBox "No emails found with Subject:" & vbLf & "'" & sSubject & "'"
End If
End With
' Quit Outlook instance if it was created by this code
If IsOutlookCreated Then
OutlookApp.Quit
Set OutlookApp = Nothing
End If
End Sub
It seems work now:
Sub ReplyAllLastEmailFromInboxAndSent()
Dim olApp As Outlook.Application
Dim olNs As Namespace
Dim Fldr As MAPIFolder
Dim objMail As Object
Dim objReplyToThisMail As MailItem
Dim lngCount As Long
Dim objConversation As Conversation
Dim objTable As Table
Dim objVar As Variant
Dim strBody As String
Dim searchFolderName As String
Set olApp = Session.Application
Set olNs = olApp.GetNamespace("MAPI")
Set Fldr = olNs.GetDefaultFolder(olFolderSentMail)
searchFolderName = "'" & Outlook.Session.GetDefaultFolder(olFolderInbox).FolderPath & "','" & Outlook.Session.GetDefaultFolder(olFolderSentMail).FolderPath & "'"
lngCount = 1
For Each objMail In Fldr.Items
If TypeName(objMail) = "MailItem" Then
If InStr(objMail.Subject, ActiveCell.Value) <> 0 Then
Set objConversation = objMail.GetConversation
Set objTable = objConversation.GetTable
objVar = objTable.GetArray(objTable.GetRowCount)
Set objReplyToThisMail = olApp.Session.GetItemFromID(objVar(UBound(objVar), 0))
With objReplyToThisMail.replyall
strBody = "Dear " & "<br>" & _
"<p>Following up with the below. May you please advise?" & _
"<p>Thank you," & vbCrLf
.HTMLBody = strBody & .HTMLBody
.Display
End With
Exit For
End If
End If
Next objMail
Set olApp = Nothing
Set olNs = Nothing
Set Fldr = Nothing
Set objMail = Nothing
Set objReplyToThisMail = Nothing
lngCount = Empty
Set objConversation = Nothing
Set objTable = Nothing
If IsArray(objVar) Then Erase objVar
End Sub

Search by subject for latest email in all folders and reply all

The code below doesn't execute reply all property, hence, I am not able to edit the body of the email and keep the conversation of the email chain.
I think the best option is to use Application.advancesearch as it gives you latest email by searching through all folders. But I do not know how to run it through Excel.
Objective:
1) Search the inbox and subfolders (multiple) and Sent items folder for the latest email for selected "Subject"
2) select the latest email and reply to all
Sub ReplyMail()
' Variables
Dim OutlookApp As Object
Dim IsOutlookCreated As Boolean
Dim sFilter As String, sSubject As String
Dim SentTime As Long
Dim IndoxTime As Long
Dim olEmailIndox As Outlook.MailItem
Dim olEmailSent As Outlook.MailItem
' Get/create outlook object
On Error Resume Next
Set OutlookApp = GetObject(, "Outlook.Application")
If Err Then
Set OutlookApp = CreateObject("Outlook.Application")
IsOutlookCreated = True
End If
On Error GoTo 0
Set olEmailIndox = OutlookApp.CreateItem(olMailItem)
Set olEmailSent = OutlookApp.CreateItem(olMailItem)
' Restrict items
sSubject = "Subject 1"
sFilter = "[Subject] = '" & sSubject & "'"
' Main
With OutlookApp.Session.GetDefaultFolder(olFolderSentMail).Items.Restrict(sFilter)
If .Count > 0 Then
.Sort "ReceivedTime", True
Set olEmailSent = .Item(1)
SentTime = olEmailSent.SentOn
End If
End With
With OutlookApp.Session.GetDefaultFolder(olFolderInbox).Items.Restrict(sFilter)
If .Count > 0 Then
.Sort "ReceivedTime", True
Set olEmailInbox = .Item(1)
InboxTime = olEmailInbox.ReceivedTime
End If
End With
If SentTime > InboxTime Then
With olEmailSent
.ReplyAll
.Display
'.body
'.Send
End With
Else
With olEmailInbox
.ReplyAll
.Display
'.body
'.Send
End With
End If
' Quit Outlook instance if it was created by this code
If IsOutlookCreated Then
OutlookApp.Quit
Set OutlookApp = Nothing
End If
End Sub
I have tested the code below and even though you can polish it, should get you started.
Let me know and mark the answer if it helps.
Add in a vba module this code:
Public Sub ProcessEmails()
Dim testOutlook As Object
Dim oOutlook As clsOutlook
Dim searchRange As Range
Dim subjectCell As Range
Dim searchFolderName As String
' Start outlook if it isn't opened (credits: https://stackoverflow.com/questions/33328314/how-to-open-outlook-with-vba)
On Error Resume Next
Set testOutlook = GetObject(, "Outlook.Application")
On Error GoTo 0
If testOutlook Is Nothing Then
Shell ("OUTLOOK")
End If
' Initialize Outlook class
Set oOutlook = New clsOutlook
' Get the outlook inbox and sent items folders path (check the scope specification here: https://learn.microsoft.com/en-us/office/vba/api/outlook.application.advancedsearch)
searchFolderName = "'" & Outlook.Session.GetDefaultFolder(olFolderInbox).FolderPath & "','" & Outlook.Session.GetDefaultFolder(olFolderSentMail).FolderPath & "'"
' Loop through excel cells with subjects
Set searchRange = ThisWorkbook.Worksheets("Sheet1").Range("A2:A4")
For Each subjectCell In searchRange
' Only to cells with actual subjects
If subjectCell.Value <> vbNullString Then
Call oOutlook.SearchAndReply(subjectCell.Value, searchFolderName, False)
End If
Next subjectCell
MsgBox "Search and reply completed"
' Clean object
Set testOutlook = Nothing
End Sub
Then add a class module and name it: clsOutlook
To the class module add the following code:
Option Explicit
' Credits: Based on this answer: https://stackoverflow.com/questions/31909315/advanced-search-complete-event-not-firing-in-vba
' Event handler for outlook
Dim WithEvents OutlookApp As Outlook.Application
Dim outlookSearch As Outlook.Search
Dim outlookResults As Outlook.Results
Dim searchComplete As Boolean
' Handler for Advanced search complete
Private Sub outlookApp_AdvancedSearchComplete(ByVal SearchObject As Search)
'MsgBox "The AdvancedSearchComplete Event fired."
searchComplete = True
End Sub
Sub SearchAndReply(emailSubject As String, searchFolderName As String, searchSubFolders As Boolean)
' Declare objects variables
Dim customMailItem As Outlook.MailItem
Dim searchString As String
Dim resultItem As Integer
' Variable defined at the class level
Set OutlookApp = New Outlook.Application
' Variable defined at the class level (modified by outlookApp_AdvancedSearchComplete when search is completed)
searchComplete = False
' You can look up on the internet for urn:schemas strings to make custom searches
searchString = "urn:schemas:httpmail:subject like '" & emailSubject & "'" ' Use: subject like '%" & emailSubject & "%'" if you want to include words see %
' Perform advanced search
Set outlookSearch = OutlookApp.AdvancedSearch(searchFolderName, searchString, searchSubFolders, "SearchTag")
' Wait until search is complete based on outlookApp_AdvancedSearchComplete event
While searchComplete = False
DoEvents
Wend
' Get the results
Set outlookResults = outlookSearch.Results
If outlookResults.Count = 0 Then Exit Sub
' Sort descending so you get the latest
outlookResults.Sort "[SentOn]", True
' Reply only to the latest one
resultItem = 1
' Some properties you can check from the email item for debugging purposes
On Error Resume Next
Debug.Print outlookResults.Item(resultItem).SentOn, outlookResults.Item(resultItem).ReceivedTime, outlookResults.Item(resultItem).SenderName, outlookResults.Item(resultItem).Subject
On Error GoTo 0
Set customMailItem = outlookResults.Item(resultItem).ReplyAll
' At least one reply setting is required in order to replyall to fire
customMailItem.Body = "Just a reply text " & customMailItem.Body
customMailItem.Display
End Sub

How can I move Mails Items from Outlook Inbox with specific subject to specific folder/sub folder?

My mails in Outlook has all specific subjects. I have a Excel Sheet which has subject and Folder Name.
I have already this code from Stackoverflow
Option Explicit
Public Sub Move_Items()
'// Declare your Variables
Dim Inbox As Outlook.MAPIFolder
Dim SubFolder As Outlook.MAPIFolder
Dim olNs As Outlook.NameSpace
Dim Item As Object
Dim lngCount As Long
Dim Items As Outlook.Items
On Error GoTo MsgErr
'// Set Inbox Reference
Set olNs = Application.GetNamespace("MAPI")
Set Inbox = olNs.GetDefaultFolder(olFolderInbox)
Set Items = Inbox.Items
'// Loop through the Items in the folder backwards
For lngCount = Items.Count To 1 Step -1
Set Item = Items.Item(lngCount)
Debug.Print Item.Subject
If Item.Class = olMail Then
'// Set SubFolder of Inbox
Set SubFolder = Inbox.Folders("Temp")
'// Mark As Read
Item.UnRead = False
'// Move Mail Item to sub Folder
Item.Move SubFolder
End If
Next lngCount
MsgErr_Exit:
Set Inbox = Nothing
Set SubFolder = Nothing
Set olNs = Nothing
Set Item = Nothing
Exit Sub
'// Error information
MsgErr:
MsgBox "An unexpected Error has occurred." _
& vbCrLf & "Error Number: " & Err.Number _
& vbCrLf & "Error Description: " & Err.Description _
, vbCritical, "Error!"
Resume MsgErr_Exit
End Sub
I want the code to read the active sheet columns, as follow:
Subject.mail folder_name
A 1
B 2
C 3
For example Mail in the Inbox with subject "A" then it has to place that mail in folder "1".
How do I loop? to look at the Sheet1 and to read to which sub folder it has to move ?
You have few options to do this, the painless one is to run Outlook VBA code from inside outlook so you don't need to go through a lot of referencing problem, but at the same time if you are insisting in having your list of subjects and folder in an Excel file, then it is better to run it from Excel, but here is the issue: You'd better not try to run the code from Excel because Microsoft is not supporting that method, so the best way is to write the code in Excel VBA, and again you can do late (runtime) binding or early binding, but I prefer early binding to use intellisence for better referencing outlook objects and avoid late binding performance and/or debugging problems.
Here is the code and how you should use it:
Go to the excel file that you have your subject and folders list or create a new one. Hit ALT+F11 to go to VBE. On the left panel (project explorer) right click and insert a module. Paste this code in there:
Option Explicit
Public Sub MoveEmailsToFolders()
'arr will be a 2D array sitting in an Excel file, 1st col=subject, 2nd col=folder name
' // Declare your Variables
Dim i As Long
Dim rowCount As Integer
Dim strSubjec As String
Dim strFolder As String
Dim olApp As Outlook.Application
Dim olNs As Outlook.Namespace
Dim myFolder As Outlook.Folder
Dim Item As Object
Dim Inbox As Outlook.MAPIFolder
Dim SubFolder As Outlook.MAPIFolder
Dim lngCount As Long
Dim Items As Outlook.Items
Dim arr() As Variant 'store Excel table as an array for faster iterations
Dim WS As Worksheet
'On Error GoTo MsgErr
'Set Excel references
Set WS = ActiveSheet
If WS.ListObjects.Count = 0 Then
MsgBox "Activesheet did not have the Excel table containing Subjects and Outlook Folder Names", vbCritical, "Error"
Exit Sub
Else
arr = WS.ListObjects(1).DataBodyRange.Value
rowCount = UBound(arr, 2)
If rowCount = 0 Then
MsgBox "Excel table does not have rows.", vbCritical, "Error"
Exit Sub
End If
End If
'Set Outlook Inbox Reference
Set olApp = New Outlook.Application
Set olNs = olApp.GetNamespace("MAPI")
Set myFolder = olNs.GetDefaultFolder(olFolderInbox)
Set Inbox = olNs.GetDefaultFolder(olFolderInbox)
Set Items = Inbox.Items
' // Loop through the Items in the folder backwards
For lngCount = Items.Count To 1 Step -1
strFolder = ""
Set Item = Items.Item(lngCount)
'Debug.Print Item.Subject
If Item.Class = olMail Then
'Determine whether subject is among the subjects in the Excel table
For i = 1 To rowCount
If arr(i, 1) = Item.Subject Then
strFolder = arr(i, 2)
'// Set SubFolder of Inbox, read the appropriate folder name from table in Excel
Set SubFolder = Inbox.Folders(strFolder)
'// Mark As Read
Item.UnRead = False
'// Move Mail Item to sub Folder
Item.Move SubFolder
Exit For
End If
Next i
End If
Next lngCount
MsgErr_Exit:
Set Inbox = Nothing
Set SubFolder = Nothing
Set olNs = Nothing
Set Item = Nothing
Exit Sub
'// Error information
MsgErr:
MsgBox "An unexpected Error has occurred." _
& vbCrLf & "Error Number: " & Err.Number _
& vbCrLf & "Error Description: " & Err.Description _
, vbCritical, "Error!"
Resume MsgErr_Exit
End Sub
Set Reference:
To use outlook objects, in Excel VBE go to Tools, References and check Microsoft Outlook object library.
Set Excel Sheet:
In an Excel sheet, create a table with two columns that the first column contains email subjects and the second column contains folders to which you want those emails to be moved.
Then, insert a shape and right click on that and Assign a Macro, find the name of the macro (MoveEmailsToFolders) and click ok.
Suggestions:
You can develop the code more to disregard matchcase. To do that replace this line:
arr(i, 1) = Item.Subject
with:
Ucase(arr(i, 1)) = Ucase(Item.Subject)
Also, you can move the emails that contain the subject rather than matching an exact title, for example if an email subject had "test", or begins with "test", or ends with "test", then move it to the corresponding folder. Then, the comparison clause would be:
If arr(i, 1) Like Item.Subject & "*" Then 'begins with
If arr(i, 1) Like "*" & Item.Subject & "*" Then 'contains
If arr(i, 1) Like "*" & Item.Subject Then 'ends with
Hope this helps! Please hit the check mark to make this as the right answer to your questions if it did
I would use an explicit reference to your sheet instead of ActiveSheet unless you are actually running the Macro on a bunch of different sheets. And I'm just assuming your data is in column A and B and starts at row 2 for examples sake. This is how you would loop through your data and trying to match the subject, then move it to a folder with the name in the next column if it matches.
If Item.Class = olMail Then
For i = 2 To ActiveSheet.Range("A" & ActiveSheet.Rows.Count).End(xlUp).Row
If ActiveSheet.Range("A" & i).Value = Item.Subject Then
'// Set SubFolder of Inbox
Set SubFolder = Inbox.Folders(ActiveSheet.Range("B" & i).Value)
'// Mark As Read
Item.UnRead = False
'// Move Mail Item to sub Folder
Item.Move SubFolder
End If
Next
End If
There are ways you could check without using a loop as well such as the Find method
Dim rnFind As Range
If Item.Class = olMail Then
Set rnFind = ActiveSheet.Range("A2", ActiveSheet.Range("A" & ActiveSheet.Rows.Count).End(xlUp)).Find(Item.Subject)
If Not rnFind Is Nothing Then
'// Set SubFolder of Inbox
Set SubFolder = Inbox.Folders(rnFind.Offset(, 1).Value)
'// Mark As Read
Item.UnRead = False
'// Move Mail Item to sub Folder
Item.Move SubFolder
End If
End If
Use Do Until IsEmpty loop, Make sure to set Excel Object Referees...
See Example on how to loop from Outlook...
Option Explicit
Public Sub Move_Items()
'// Declare your Variables
Dim Inbox As Outlook.MAPIFolder
Dim SubFolder As Outlook.MAPIFolder
Dim olNs As Outlook.NameSpace
Dim Items As Outlook.Items
Dim xlApp As Excel.Application
Dim xlBook As Excel.Workbook
Dim Item As Object
Dim ItemSubject As String
Dim SubFldr As String
Dim lngCount As Long
Dim lngRow As Long
On Error GoTo MsgErr
'// Set Inbox Reference
Set olNs = Application.GetNamespace("MAPI")
Set Inbox = olNs.GetDefaultFolder(olFolderInbox)
Set Items = Inbox.Items
'// Excel Book Reference
Set xlApp = New Excel.Application
Set xlBook = xlApp.Workbooks.Open("C:\Temp\Book1.xlsx") ' Excel Book Path
lngRow = 2 ' Start Row
With xlBook.Worksheets("Sheet1") ' Sheet Name
Do Until IsEmpty(.Cells(lngRow, 1))
ItemSubject = .Cells(lngRow, 1).Value ' Subject
SubFldr = .Cells(lngRow, 2).Value ' Folder Name
'// Loop through the Items in the folder backwards
For lngCount = Items.Count To 1 Step -1
Set Item = Items.Item(lngCount)
If Item.Class = olMail Then
If Item.Subject = ItemSubject Then
Debug.Print Item.Subject
Set SubFolder = Inbox.Folders(SubFldr) ' Set SubFolder
Debug.Print SubFolder
Item.UnRead = False ' Mark As Read
Item.Move SubFolder ' Move to sub Folder
End If
End If
Next
lngRow = lngRow + 1
Loop
End With
xlBook.Close
MsgErr_Exit:
Set Inbox = Nothing
Set SubFolder = Nothing
Set olNs = Nothing
Set Item = Nothing
Set xlApp = Nothing
Set xlBook = Nothing
Exit Sub
'// Error information
MsgErr:
MsgBox "An unexpected Error has occurred." _
& vbCrLf & "Error Number: " & Err.Number _
& vbCrLf & "Error Description: " & Err.Description _
, vbCritical, "Error!"
Resume MsgErr_Exit
End Sub

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