Printing attendee availability (2000)

Topic

New Reply

I’d like to print an appointment from my calendar, showing the replies of the invitees (accepted, tentative, declined). It seems Outlook won’t do it on it’s own. Is there a way around that (besides MS’s suggestion to type it into the Notes of the appointment before printing)?

–W

Reply | Quote

Replies

I’m ‘piggybacking’ on this old post to ask if anyone knows if this rather large omission has been fixed by Microsoft in OL 2003. Anyone using 2003 that might know the answer? TIA, P.

Reply | Quote

It has not. been fixed. (I hear your groan and second it.)

Reply | Quote

Thanks for news John! Saints Preserve Us! Is anyone at Microsoft listening? I keep hoping that these omissions will be addressed each time there’s an update. Okay. Repeat after me, No, Virigina, there is no Microsoft Claus.

Reply | Quote

(Edited by JohnBF on 11-Jul-08 16:00. )

You could run this code to add the invitees and status to the meeting text. I have not extensively tested this, if you could test further and find problems, please post back. This code may trigger Outlooks’ Security Guard warning. The original code owed much to Sue Mosher, from Microsoft Outlook Programming, Digital Press, however it was truncated on a Lounge textbase restore, so this rewrite may or may not be her code (I’m certain it omits errorhandling Sue would code).

Option Explicit

Sub AddInviteeStatusToAppointmentBody()
‘ run from Outlook with the target appointment open
Dim strAttendeeList As String, strMeetStatus As String, strOrganizer As String
Dim intC As Integer

If CBool(Inspectors.Count) Then
With ActiveInspector.CurrentItem
If .Class = olAppointment Then
strOrganizer = .Organizer
‘ loop through Invitees
For intC = 1 To .Recipients.Count
With .Recipients(intC)
‘ get name and attendee type
strAttendeeList = strAttendeeList & .Name & vbTab
If .Type = olRequired Then
strAttendeeList = strAttendeeList & “Required”
Else
strAttendeeList = strAttendeeList & “Optional”
End If
‘ get response
Select Case .MeetingResponseStatus
Case olNone
If .Name = strOrganizer Then
strMeetStatus = “Organizer”
Else
strMeetStatus = “No Response”
End If
Case olResponseOrganized
strMeetStatus = “Organizer”
Case olResponseTentative
strMeetStatus = “Tentative”
Case olResponseAccepted
strMeetStatus = “Accepted”
Case olResponseDeclined
strMeetStatus = “Declined”
Case olResponseNotResponded
strMeetStatus = “No Response”
End Select
strAttendeeList = strAttendeeList & vbTab & strMeetStatus & vbCrLf
End With
Next intC
‘ add list to Appointment text
.Body = .Body & vbCrLf & vbCrLf & strAttendeeList
.Save
End If
End With
End If
End Sub

Reply | Quote

John,

Thanks! That got me thinking and I tweaked it a bit so the info is organized and presented with the option to paste it into the notes, and resources are ignored (since I’m looking for people, not the rooms which automatically warn if they’re not available when the invitation is sent). I’d also like to figure out how to format the text (bold, underlined) so it’s a bit more presentable. But this works pretty nicely as it is.
I tried to get a new menu item added to the Inspector but I’m unfamiliar with how that works. I’d like to add a button to one of the main toolbars on startup that would run the macro. I can get one in the explorer, but not the inspector.

Here’s my modification of your posting.

–W

Public Function GetCurrentItem() As Object
‘ By Sue Mosher, from Microsoft Outlook Programming, Digital Press,

Reply | Quote

Nice. I added my only custom button manually, in the e-mail window through Tools, Customize, Commands tab, Macros, drag the Macro to the Toolbar, and later pasting a custom button face over it. I didn’t try to automate the menu via commandbars, etc.

Reply | Quote

I don’t think you can automate formatting within an appointment body. Below is an example of doing what you need, but automating Word to get the formatting capability. Thanks yet again to SueM – but any errors are my own:)

Sub prnappt()
‘ Gather data from an opened appointment and print to
‘ Word. This provides a way to print the attendee list with their
‘ response, which Outlook will not do on its own.

‘ Set up Outlook
Dim objApp As Outlook.Application
Dim objItem As Object
Dim objSelection As Selection
Dim objAttendees As Outlook.Recipients
Dim objAttendeeReq As String
Dim objAttendeeOpt As String
Dim objOrganizer As String
Dim dtStart As Date
Dim dtEnd As Date
Dim strSubject As String
Dim strLocation As String
Dim strNotes As String
Dim strMeetStatus As String
Dim strUnderline As String ‘ Horizontal divider line

‘ Set up Word
Dim objWord As Word.Application
Dim objdoc As Word.Document
Dim wordRng As Word.Range
Dim wordPara As Word.Paragraph

On Error Resume Next

Set objApp = CreateObject(“Outlook.Application”)
Set objItem = objApp.ActiveInspector.CurrentItem
Set objSelection = objApp.ActiveExplorer.Selection
Set objAttendees = objItem.Recipients

Set objWord = GetObject(, “Word.application”)
If objWord Is Nothing Then
Set objWord = CreateObject(“word.application”)
End If

strUnderline = String(60, “_”) ‘ use 60 underline characters

On Error GoTo EndClean:

‘ check for user problems with none or too many items open
Select Case objSelection.Count
Case 0
MsgBox “No appointment was opened. Please opten the appointment to print.”
GoTo EndClean:
Case Is > 1
MsgBox “Too many items were selected. Just select one!!!”
GoTo EndClean:
End Select

‘ Is it an appointment
If objItem.Class 26 Then
MsgBox “You First Need To open The Appointment to Print.”
GoTo EndClean:
End If

‘ Get the data
dtStart = objItem.Start
dtEnd = objItem.End
strSubject = objItem.Subject
strLocation = objItem.Location
strNotes = objItem.Body
objOrganizer = objItem.Organizer
objAttendeeReq = “”
objAttendeeOpt = “”

‘ Get The Attendee List
For x = 1 To objAttendees.Count
strMeetStatus = “”
Select Case objAttendees(x).MeetingResponseStatus
Case 0
strMeetStatus = “No Response (or Organizer)”
Case 1
strMeetStatus = “Organizer”
Case 2
strMeetStatus = “Tentative”
Case 3
strMeetStatus = “Accepted”
Case 4
strMeetStatus = “Declined”
End Select

If objAttendees(x).Type = olRequired Then
objAttendeeReq = objAttendeeReq & objAttendees(x).Name & vbTab & strMeetStatus & vbCr
Else
objAttendeeOpt = objAttendeeOpt & objAttendees(x).Name & vbTab & strMeetStatus & vbCr
End If
Next

‘ Word: Open a new doc and stuff it

objWord.Visible = True
Set objdoc = objWord.Documents.Add
Set objdoc = objWord.ActiveDocument
Set wordRng = objdoc.Range

With wordRng
.Font.Bold = True
.Font.Italic = False
.Font.Size = 14
.InsertAfter “Organizer: ” & objOrganizer
.InsertParagraphAfter
.InsertAfter strUnderline
.InsertParagraphAfter
.InsertParagraphAfter
End With

Set wordPara = wordRng.Paragraphs(4)
With wordPara.Range
.Font.Bold = False
.Font.Italic = False
.Font.Size = 12
.InsertAfter “Subject: ” & strSubject
.InsertParagraphAfter
.InsertAfter “Location: ” & strLocation
.InsertParagraphAfter
.InsertParagraphAfter
.InsertAfter “Start: ” & dtStart
.InsertParagraphAfter
.InsertAfter “End: ” & dtEnd
.InsertParagraphAfter
.InsertParagraphAfter
.InsertAfter “Required: ”
.InsertParagraphAfter
.InsertAfter objAttendeeReq
.InsertParagraphAfter
.InsertAfter “Optional: ”
.InsertParagraphAfter
.InsertAfter objAttendeeOpt
.InsertParagraphAfter
.InsertAfter strUnderline
.InsertParagraphAfter
.InsertAfter “NOTES”
.InsertParagraphAfter
.InsertAfter strNotes
End With

EndClean:
Set objApp = Nothing
Set objItem = Nothing
Set objSelection = Nothing
Set objAttendees = Nothing
Set objWord = Nothing
Set objdoc = Nothing
Set wordRng = Nothing
Set wordPara = Nothing

End Sub

Reply | Quote