How to programmatically import Outlook items from Access

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This article was previously published under Q290658

SUMMARY

This article provides an overview and sample code for creating Microsoft Outlook contacts from information stored in a Microsoft Access database. The sample code in the More Information section of this article should be run from a Microsoft Access global module and provides a starting point for the development of a complete solution.

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MORE INFORMATION

The Import and Export feature in Outlook does not allow you to import or export information in user-defined fields (or properties). To import information into these fields, you may need to create a programming solution that uses Automation to convert the information.

The following sample code specifically converts information from Access into newly-created Outlook contacts, using Data Access Objects (DAO). With modifications, you can use this code as a basis for creating other types of Outlook items, such as appointments, notes, tasks, and such.

There is also an overview and separate code example available on the Microsoft Web site at the following location. It is the first example in the whitepaper.

http://msdn2.microsoft.com/en-us/office/aa905351.aspx (http://msdn2.microsoft.com/en-us/office/aa905351.aspx)

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Programming Considerations

The following sample code uses the Northwind database included with Access 2002. If you installed Microsoft Office to a location other than the default, be sure to change the path to the database in the sample code.
You need to set a reference to the Microsoft Outlook 10.0 Object Library. A reference to the Microsoft DAO 3.6 Object Library, and the Microsoft Office 10.0 Object Library should be set by default.
The field types used in this example are text, in both Access and Outlook. To convert other types of fields, you must modify the code appropriately.
The contacts are automatically placed in the default Contact folder, which is at the same level as the Inbox.
The CreateItem method used in this example creates a new Outlook contact using the default form for the default contact folder. If you created a custom Outlook Contact form, you must set the MessageClass field for each item to the name of your custom form.

Microsoft provides programming examples for illustration only, without warranty either expressed or implied, including, but not limited to, the implied warranties of merchantability and/or fitness for a particular purpose. This article assumes that you are familiar with the programming language being demonstrated and the tools used to create and debug procedures. Microsoft support professionals can help explain the functionality of a particular procedure, but they will not modify these examples to provide added functionality or construct procedures to meet your specific needs.
If you have limited programming experience, you may want to contact a Microsoft Certified Partner or Microsoft Advisory Services. For more information, visit these Microsoft Web sites:

Microsoft Certified Partners - https://partner.microsoft.com/global/30000104 (https://partner.microsoft.com/global/30000104)

Microsoft Advisory Services - http://support.microsoft.com/gp/advisoryservice (http://support.microsoft.com/gp/advisoryservice)

For more information about the support options that are available and about how to contact Microsoft, visit the following Microsoft Web site:http://support.microsoft.com/default.aspx?scid=fh;EN-US;CNTACTMS (http://support.microsoft.com/default.aspx?scid=fh;en-us;cntactms)

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Sample Code

Sub ExportAccessContactsToOutlook()

   ' Set up DAO Objects.
   Dim oDataBase As DAO.Database
   Dim rst As DAO.Recordset
   Set oDataBase = OpenDatabase _
      ("c:\Program Files\Microsoft Office\Office10\Samples\Northwind.mdb")
   Set rst = oDataBase.OpenRecordset("Customers")

   ' Set up Outlook Objects.
   Dim ol As New Outlook.Application
   Dim olns As Outlook.Namespace
   Dim cf As Outlook.MAPIFolder
   Dim c As Outlook.ContactItem
   Dim Prop As Outlook.UserProperty

   Set olns = ol.GetNamespace("MAPI")
   Set cf = olns.GetDefaultFolder(olFolderContacts)

   With rst
      .MoveFirst

      ' Loop through the Microsoft Access records.
      Do While Not .EOF

         ' Create a new Contact item.
         Set c = ol.CreateItem(olContactItem)

         ' Specify which Outlook form to use.
         ' Change "IPM.Contact" to "IPM.Contact.<formname>" if you've
         ' created a custom Contact form in Outlook.
         c.MessageClass = "IPM.Contact"

         ' Create all built-in Outlook fields.
         If ![CompanyName] <> "" Then c.CompanyName = ![CompanyName]
         If ![ContactName] <> "" Then c.FullName = ![ContactName]

         ' Create the first user property (UserField1).
         Set Prop = c.UserProperties.Add("UserField1", olText)

         ' Set its value.
         If ![CustomerID] <> "" Then Prop = ![CustomerID]

         ' Create the second user property (UserField2).
         Set Prop = c.UserProperties.Add("UserField2", olText)

         ' Set its value and so on....
         If ![Region] <> "" Then Prop = ![Region]

         ' Save and close the contact.
         c.Save
         c.Close

         .MoveNext
      Loop
   End With

End Sub

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REFERENCES

For additional information about exporting data from Outlook to Access, click the following article number to view the article in the Microsoft Knowledge Base:

290792 (http://support.microsoft.com/kb/290792/ ) How to programmatically export Outlook items to Access

For additional information about available resources and answersto commonly asked questions about Microsoft Outlook solutions, click the article number below to view the article in the Microsoft Knowledge Base:

287530 (http://support.microsoft.com/kb/287530/EN-US/ ) OL2002: Questions About Custom Forms and Outlook Solutions

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