Access to Outlook Calendar for Alert or Alarm Message Reminders (1 Viewer)

I'm using MS XP. Can a Date I enter into my Access db automatically be sent to MS Outlook Calendar so I receive a pop-up message reminding me of the appointment? If so, how? thanks!

Outllook Calendar

I figured it out. It's awesome. I can now enter a Subject, Date and Time and with one press of the button, it adds an appointment to Outlook a a Pop up message appears to remind me of the appointment!

Spill the beans for us all to learn from then. I've been wondering how to do this myself!

Here's an example to create a form to add an appointment to Outlook. Of course the names can be changed and other fields can be added.

Create the following table (name it tblAppointments)

Field Name: Appt
Data Type: Text
Field Size: 50
Required: Yes
Field Name: ApptDate
Data Type: Date/Time
Format: Short Date
Required: Yes
Field Name: ApptTime
Data Type: Date/Time
Format: Medium Time
Required: Yes
Field Name: ApptLength
Data Type: Number
Field Size: Long Integer
Default Value: 15
Required: Yes
Field Name: ApptNotes
Data Type: Memo
Field Name: ApptLocation
Data Type: Text
Field Size: 50
Field Name: ApptReminder
Data Type: Yes/No
Field Name: ReminderMinutes
Data Type: Number
Field Size: Long Integer
Default Value: 15
Field Name: AddedToOutlook
Data Type: Yes/No


PrimaryKey: ApptDate;ApptTime
NOTE: In this example, the primary key in the appointment table is the appointment date and time. You can remove or alter the primary key if you want to be able to add multiple appointments for the same date and time.
Create a reference to the Microsoft Outlook Object Library. To do so, follow these steps:
Create a new module.
On the Tools menu, click References.
Click Microsoft Outlook Object Library in the Available References box.
Click OK in the Reference dialog box.
Close the module without saving it.

Use the AutoForm: Columnar Form Wizard to create a new form based on the tblAppointments table. Save the form as frmAppointments.
Open the form in Design view and change the following properties:
Form Name: frmAppointments
-------------------------
Caption: Appointment Form

Form Header:
Height: .5"
Check Box: AddedToOutlook
Enabled: No

Add a command button to the Form Header section, and set the following properties:
Command Button:
Name: AddAppt
Caption: Send to Outlook
OnClick: [Event Procedure]

Set the OnClick property of the command button to the following event procedure:

Private Sub AddAppt_Click()
' Save record first to be sure required fields are filled.
DoCmd.RunCommand acCmdSaveRecord
' Exit the procedure if appointment has been added to Outlook.
If Me!AddedToOutlook = True Then
MsgBox "This appointment already added to Microsoft Outlook"
Exit Sub
' Add a new appointment.
Else
Dim outobj As Outlook.Application
Dim outappt As Outlook.AppointmentItem
Set outobj = CreateObject("outlook.application")
Set outappt = outobj.CreateItem(olAppointmentItem)
With outappt
.Start = Me!ApptDate & " " & Me!ApptTime
.Duration = Me!ApptLength
.Subject = Me!Appt
If Not IsNull(Me!ApptNotes) Then .Body = Me!ApptNotes
If Not IsNull(Me!ApptLocation) Then .Location = _
Me!ApptLocation
If Me!ApptReminder Then
.ReminderMinutesBeforeStart = Me!ReminderMinutes
.ReminderSet = True
End If
.Save
End With
End If
' Release the Outlook object variable.
Set outobj = Nothing
' Set the AddedToOutlook flag, save the record, display a message.
Me!AddedToOutlook = True
DoCmd.RunCommand acCmdSaveRecord
MsgBox "Appointment Added!"
Exit Sub
AddAppt_Err:
MsgBox "Error " & Err.Number & vbCrLf & Err.Description
Exit Sub
End Sub

Save the form and open it in Form view. Add an appointment record, and then click the Send To Outlook button. Be sure you only enter minutes, not hours and minutes, in the ApptLength field.

Start Microsoft Outlook and click Calendar on the Go menu to view the appointments you added.

The error message needs worked....cheers.

Cheers, I shall have fun with this!

Set appointments for others???

Hi Georget,
This is very cool! I've been trying to figure out something like this for a while.
My question is if the code can be modified to create appointments for yourself and for co-workers.
Any thoughts?
Thanks again

That works extra slick!
Thanks for sharing it!!
~Ceejay

BillH said:

Hi Georget,
This is very cool! I've been trying to figure out something like this for a while.
My question is if the code can be modified to create appointments for yourself and for co-workers.
Any thoughts?
Thanks again

Click to expand...

If you use microsoft exchange server you should be able to add the appropriate appointment into the other persons calendar

aha, this was just what i was looking for

have rewritten it slightly to bypass the form and take the recordset


and i merged the date fields

does anyone have code to add to have it save to a calendar on a public folder?

Hi! How to use the access table data or a query result inside the body of the appointment?

In a form when a person sets up an event, I would like a button that would send details to a public calendar in outlook.

Thanks

Hi,
This is really cool.! Is there a way to go the other way -- i.e., to make events entered directly in Outlook calendar show up as data in Access table?
kimmy

thank you man,
it will work correctly, now i want to, how to generate an alarm in access on a particular date like birthday etc....? if u know pl give me the code for generate the alarm thank u once again

georget said:

Here's an example to create a form to add an appointment to Outlook. Of course the names can be changed and other fields can be added.

Create the following table (name it tblAppointments)

Field Name: Appt
Data Type: Text
Field Size: 50
Required: Yes
Field Name: ApptDate
Data Type: Date/Time
Format: Short Date
Required: Yes
Field Name: ApptTime
Data Type: Date/Time
Format: Medium Time
Required: Yes
Field Name: ApptLength
Data Type: Number
Field Size: Long Integer
Default Value: 15
Required: Yes
Field Name: ApptNotes
Data Type: Memo
Field Name: ApptLocation
Data Type: Text
Field Size: 50
Field Name: ApptReminder
Data Type: Yes/No
Field Name: ReminderMinutes
Data Type: Number
Field Size: Long Integer
Default Value: 15
Field Name: AddedToOutlook
Data Type: Yes/No


PrimaryKey: ApptDate;ApptTime
NOTE: In this example, the primary key in the appointment table is the appointment date and time. You can remove or alter the primary key if you want to be able to add multiple appointments for the same date and time.
Create a reference to the Microsoft Outlook Object Library. To do so, follow these steps:
Create a new module.
On the Tools menu, click References.
Click Microsoft Outlook Object Library in the Available References box.
Click OK in the Reference dialog box.
Close the module without saving it.

Use the AutoForm: Columnar Form Wizard to create a new form based on the tblAppointments table. Save the form as frmAppointments.
Open the form in Design view and change the following properties:
Form Name: frmAppointments
-------------------------
Caption: Appointment Form

Form Header:
Height: .5"
Check Box: AddedToOutlook
Enabled: No

Add a command button to the Form Header section, and set the following properties:
Command Button:
Name: AddAppt
Caption: Send to Outlook
OnClick: [Event Procedure]

Set the OnClick property of the command button to the following event procedure:

Private Sub AddAppt_Click()
' Save record first to be sure required fields are filled.
DoCmd.RunCommand acCmdSaveRecord
' Exit the procedure if appointment has been added to Outlook.
If Me!AddedToOutlook = True Then
MsgBox "This appointment already added to Microsoft Outlook"
Exit Sub
' Add a new appointment.
Else
Dim outobj As Outlook.Application
Dim outappt As Outlook.AppointmentItem
Set outobj = CreateObject("outlook.application")
Set outappt = outobj.CreateItem(olAppointmentItem)
With outappt
.Start = Me!ApptDate & " " & Me!ApptTime
.Duration = Me!ApptLength
.Subject = Me!Appt
If Not IsNull(Me!ApptNotes) Then .Body = Me!ApptNotes
If Not IsNull(Me!ApptLocation) Then .Location = _
Me!ApptLocation
If Me!ApptReminder Then
.ReminderMinutesBeforeStart = Me!ReminderMinutes
.ReminderSet = True
End If
.Save
End With
End If
' Release the Outlook object variable.
Set outobj = Nothing
' Set the AddedToOutlook flag, save the record, display a message.
Me!AddedToOutlook = True
DoCmd.RunCommand acCmdSaveRecord
MsgBox "Appointment Added!"
Exit Sub
AddAppt_Err:
MsgBox "Error " & Err.Number & vbCrLf & Err.Description
Exit Sub
End Sub

Save the form and open it in Form view. Add an appointment record, and then click the Send To Outlook button. Be sure you only enter minutes, not hours and minutes, in the ApptLength field.

Start Microsoft Outlook and click Calendar on the Go menu to view the appointments you added.

The error message needs worked....cheers.

Click to expand...

wow! fantastic stuff!

I too would be interested to know if you can send these appointments to other outlook recipients, or even just email addresses.

great work though!!!

This is the code to setup an other user appointment with exchange :

Function CreateOtherUserAppointment()
Dim strMsg As String
Dim strName As String
On Error Resume Next

' ### name of person whose Calendar you want to use ###
strName = "s.bouchard"

Set objApp = CreateObject("Outlook.Application")
Set objNS = objApp.GetNamespace("MAPI")
Set objDummy = objApp.CreateItem(olMailItem)
Set objRecip = objDummy.Recipients.Add(strName)
objRecip.Resolve
If objRecip.Resolved Then
On Error Resume Next
Set objFolder = objNS.GetSharedDefaultFolder(objRecip, 9)
If Not objFolder Is Nothing Then
Set objAppt = objFolder.Items.Add
If Not objAppt Is Nothing Then
With objAppt
.Subject = "Test Appointment"
.start = #6/30/2009 3:00:00 PM# 'MM/JJ/AAAA
.duration = 120
.Location = "quelque part"
.Save
End With
End If
End If
Else
MsgBox "Could not find " & Chr(34) & strName & Chr(34), , _
"User not found"
End If

Set objApp = Nothing
Set objNS = Nothing
Set objFolder = Nothing
Set objDummy = Nothing
Set objRecip = Nothing
Set objAppt = Nothing

End Function

Guys, i tried doing this, but did not work. The screen saying: This Appointment already added to MIcrosoft Outlook, pop ups, but i got to my outlook and is not there.
I am using outlook 2007 and i tried in a computer using outlook 2003 but still did not work.

PLEASE PLEASE HELP! I WOULD REALLY LIKE TO HAVE THIS INCREDIBLE OPTION!

I am not a computer savy, actually i build a network database myself just learning from things over the internet. It works excellent in my business, but i would like to have this option. I liked what you guys did here, because you gave a step by step process so anyone (with little knowledge) could build the reminder option.

THANK YOU AND PLEASE HELP.

Guys, i tried doing this, but did not work. The screen saying: This Appointment already added to MIcrosoft Outlook, pop ups, but i got to my outlook and is not there.
I am using outlook 2007 and i tried in a computer using outlook 2003 but still did not work.

PLEASE PLEASE HELP! I WOULD REALLY LIKE TO HAVE THIS INCREDIBLE OPTION!

I am not a computer savy, actually i build a network database myself just learning from things over the internet. It works excellent in my business, but i would like to have this option. I liked what you guys did here, because you gave a step by step process so anyone (with little knowledge) could build the reminder option.

THANK YOU AND PLEASE HELP.

Brilliant! Thank you!!!!

Very nice. Thanks for sharing this.

I have no use for this right now, but it's definitely nice to have it in the toolbox.