ACC: Using Automation to Add Appointments to Microsoft Outlook

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This article was written about products for which Microsoft no longer offers support. Therefore, this article is offered "as is" and will no longer be updated.

Advanced: Requires expert coding, interoperability, and multiuser skills.


Summary

This article shows you how to use Automation to create appointments in a Microsoft Access database and how to add them to the Microsoft Outlook calendar.


For information about using Automation to add an appointment to Microsoft Schedule+ for Windows 95, please see the following article in the Microsoft Knowledge Base:
149078 ACC: How to Add Appointments to Schedule+ using OLE Automation
This article assumes that you are familiar with Visual Basic for Applications and with creating Microsoft Access applications using the programming tools provided with Microsoft Access. For more information about Visual Basic for Applications, please refer to your version of the "Building Applications with Microsoft Access" manual.

More Information

The following example demonstrates how to create a form and a table to enter and store appointment information in a Microsoft Access database, and provides a sample Visual Basic for Applications procedure that uses Automation to add your appointments to Microsoft Outlook.
  1. Start Microsoft Access and create a new database called Appt.mdb.
  2. Create the following new table in Design view:

    Table: 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

    Table Properties: tblAppointments
    ---------------------------------
    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.
  3. Create a reference to the Microsoft Outlook 8.0 Object Library. To do so, follow these steps:
    1. Create a new module.
    2. On the Tools menu, click References.
    3. Click Microsoft Outlook 8.0 Object Library in the Available References box. If that reference does not appear, click Browse to locate the Msoutl8.olb file, which is installed by default in the C:\Program Files\Microsoft Office\Office folder.
    4. Click OK in the Reference dialog box.
    5. Close the module without saving it.
  4. Use the AutoForm: Columnar Form Wizard to create a new form based on the tblAppointments table. Save the form as frmAppointments.
  5. Open the form in Design view and change the following properties:

    Form: frmAppointments
    -------------------------
    Caption: Appointment Form

    Form Header:
    Height: .5"
    Check Box: AddedToOutlook
    Enabled: No
  6. 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]
  7. Set the OnClick property of the command button to the following event procedure:

          Private Sub AddAppt_Click()
    On Error GoTo AddAppt_Err
    ' 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
  8. 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.
  9. Start Microsoft Outlook and click Calendar on the Go menu to view the appointments you added.
Properties

Article ID: 160502 - Last Review: Jan 19, 2007 - Revision: 1

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