How do I count meeting participants before adding another in Outlook - vba

Question

How do i count the total participants of a meeting before adding another and sending it?
I've managed to automate calendar invites based on specific responses.
I now need to set a max number of participants and respond with a mail if the maximum number of participants for that meeting or event has been reached.
It seems to stay on "1" if i check the value.
This is as far as i've been able to come without reaching out for help on it.
Private Sub objNewMailItems_ItemAdd(ByVal Item As Object)
Dim objMeetingInvitation As Outlook.MeetingItem
Dim objMeeting As Outlook.AppointmentItem
Dim objAttendees As Outlook.Recipients
Dim objAttendee As Outlook.Recipient
Dim lRequiredAttendeeCount, lOptionalAttendeeCount, lResourceCount As Long
Dim strMsg As String
Dim nPrompt As Integer
On Error Resume Next
Dim olMailItem As MailItem
Dim strAttachementName As String
Dim oRespond As Outlook.MailItem
Dim mesgBody As String
Dim oApp As Outlook.Application
Dim oCalFolder As Outlook.MAPIFolder
Dim oAppt As Outlook.AppointmentItem
Dim sOldText As String
Dim sNewText As String
Dim iCalChangedCount As Integer
Dim mail As Outlook.MailItem
Set oApp = Outlook.Application
Dim nmSpace As Outlook.NameSpace
Set nmSpace = oApp.GetNamespace("MAPI")
Set oCalFolder = nmSpace.GetDefaultFolder(olFolderCalendar)
If TypeOf Item Is MailItem Then
Set olMailItem = Item
Set objMeetingInvitation = Item
Set objMeeting = objMeetingInvitation.GetAssociatedAppointment(True)
Set objAttendees = objMeetingInvitation.Recipients
lRequiredAttendeeCount = 0
lOptionalAttendeeCount = 0
lResourceCount = 0
'Count the required & optional attendees and resources, etc.
'===============================================================================================================
' Please note...
'
' I used mailto:jakes#******.co.za?subject=Yes,%20please%20include%20me&body=I%20would%20like%20to%20join
' as a "mailto:" response
'
'===============================================================================================================
If InStr(olMailItem.Subject, "Testing the Calendar") > 0 Then
sOldText = "Test Calendar"
For Each objAttendee In objAttendees
If objAttendee.Type = olRequired Then
lRequiredAttendeeCount = lRequiredAttendeeCount + 1
ElseIf objAttendee.Type = olOptional Then
lOptionalAttendeeCount = lOptionalAttendeeCount + 1
ElseIf objAttendee.Type = olResource Then
lResourceCount = lResourceCount + 1
End If
Next
If lRequiredAttendeeCount > 1 Then
MsgBox "Attendees on list too many :" & lRequiredAttendeeCount, vbOKOnly
Exit Sub
End If
Do
If Not (oCalFolder Is Nothing) Then
If (oCalFolder.DefaultItemType = olAppointmentItem) Then Exit Do
End If
'MsgBox ("Please select a calendar folder from the following list.")
'Set oCalFolder = GetDefaultFolder(olFolderCalendar)
On Error GoTo ErrHandler:
Loop Until oCalFolder.DefaultItemType = olAppointmentItem
' Loop through appointments in calendar, change text where necessary, keep count
iCalChangedCount = 0
For Each oAppt In oCalFolder.Items
If InStr(oAppt.Subject, sOldText) <> 0 Then
Debug.Print "Changed: " & oAppt.Subject & " - " & oAppt.Start
oAppt.Recipients.Add (olMailItem.SenderEmailAddress)
'oAppt.Display
oAppt.Save
oAppt.Send
iCalChangedCount = iCalChangedCount + 1
End If
Next
' Display results and clear table
MsgBox (iCalChangedCount & " appointments have been updated. You have " & lRequiredAttendeeCount & "attendees.")
Set oAppt = Nothing
Set oCalFolder = Nothing
Exit Sub
End If
ErrHandler:
MsgBox ("Macro terminated.")
End If
Set Item = Nothing
Set olMailItem = Nothing
End Sub
I've been able to count the participants with this but i'm lost trying to combine the two...
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
Dim objMeetingInvitation As Outlook.MeetingItem
Dim objMeeting As Outlook.AppointmentItem
Dim objAttendees As Outlook.Recipients
Dim objAttendee As Outlook.Recipient
Dim lRequiredAttendeeCount, lOptionalAttendeeCount, lResourceCount As Long
Dim strMsg As String
Dim nPrompt As Integer
If TypeOf Item Is MeetingItem Then
Set objMeetingInvitation = Item
Set objMeeting = objMeetingInvitation.GetAssociatedAppointment(True)
Set objAttendees = objMeetingInvitation.Recipients
End If
lRequiredAttendeeCount = 0
lOptionalAttendeeCount = 0
lResourceCount = 0
'Count the required & optional attendees and resources, etc.
For Each objAttendee In objAttendees
If objAttendee.Type = olRequired Then
lRequiredAttendeeCount = lRequiredAttendeeCount + 1
ElseIf objAttendee.Type = olOptional Then
lOptionalAttendeeCount = lOptionalAttendeeCount + 1
ElseIf objAttendee.Type = olResource Then
lResourceCount = lResourceCount + 1
End If
Next
'Double check the meeting invitation details
strMsg = "Meeting Details:" & vbCrLf & vbCrLf & _
"Required Attendees: " & lRequiredAttendeeCount & vbCrLf & _
"Optional Attendees: " & lOptionalAttendeeCount & vbCrLf & _
"Resources: " & lResourceCount & vbCrLf & _
"Duration: " & GetDuration(objMeeting) & vbCrLf & vbCrLf & _
"Are you sure to send this meeting invitation?"
nPrompt = MsgBox(strMsg, vbExclamation + vbYesNo, "Double Check Meeting Invitation")
If nPrompt = vbYes Then
Cancel = False
Else
Cancel = True
End If
End Sub
Any ideas at all will be appreciated!

Answer 1

I believe the question is too broad and could be split into at least three separate questions. Focusing on "How do I count the total participants of a meeting" without the adding and sending part.
I have to assume you run the code when a response arrives.
Option Explicit
Private Sub objNewMailItems_ItemAdd_Test()
' first open up a response to a meeting invitation
objNewMailItems_ItemAdd ActiveInspector.currentItem
End Sub
Private Sub objNewMailItems_ItemAdd(ByVal Item As Object)
Dim oAppt As AppointmentItem
Dim objAttendees As Recipients
Dim objAttendee As Recipient
Dim lRequiredAttendeeCount As Long
Dim lOptionalAttendeeCount As Long
Dim lResourceCount As Long
Dim possibleAttendees As Long
Dim limitedAtendees As Long
' For testing purposes
limitedAtendees = InputBox(Prompt:="Enter the maximum number of invitations allowed", Default:="2")
'limitedAtendees = some maximum
' Kiss of death removed
'On Error Resume Next
If TypeOf Item Is MeetingItem Then
' Bypass one error only, for a specific purpose
On Error Resume Next
Set oAppt = Item.GetAssociatedAppointment(True)
' Turn off bypass
On Error GoTo 0
If oAppt Is Nothing Then
MsgBox "No associated appointment found."
Exit Sub
End If
Set objAttendees = oAppt.Recipients
'Debug.Print objAttendees.count
lRequiredAttendeeCount = 0
lOptionalAttendeeCount = 0
lResourceCount = 0
'Count the required & optional attendees and resources, etc.
For Each objAttendee In objAttendees
'Debug.Print objAttendee
If objAttendee.Type = olRequired Then
lRequiredAttendeeCount = lRequiredAttendeeCount + 1
'ElseIf objAttendee.Type = olOptional Then
' lOptionalAttendeeCount = lOptionalAttendeeCount + 1
'ElseIf objAttendee.Type = olResource Then
' lResourceCount = lResourceCount + 1
End If
Next
If lRequiredAttendeeCount > limitedAtendees Then
MsgBox "Invitations to Required Atendees: " & lRequiredAttendeeCount & vbCr & _
"This is more than the limit of.......: " & limitedAtendees, vbOKOnly
Else
MsgBox "Invitations to Required Atendees: " & lRequiredAttendeeCount & vbCr & _
"This is within the limit of...........: " & limitedAtendees, vbOKOnly
End If
If objAttendees.count > limitedAtendees Then
MsgBox "Invitations to All Atendees..: " & objAttendees.count & vbCr & _
"This is more than the limit of: " & limitedAtendees, vbOKOnly
Else
MsgBox "Invitations to All Atendees: " & lRequiredAttendeeCount & vbCr & _
"This is within the limit of....: " & limitedAtendees, vbOKOnly
End If
End If
ExitRoutine:
Set oAppt = Nothing
End Sub
Edit 2071010
The code in the question points to a count of invitations but appears you need a count of responses.
Private Sub objNewMailItems_ItemAdd(ByVal Item As Object)
Dim objAppt As AppointmentItem
Dim objAttendee As Recipient
Dim lOrganizerAttendeeCount As Long
Dim lRequiredAttendeeCount As Long
Dim lOptionalAttendeeCount As Long
Dim lResourceCount As Long
Dim attendeeOrganizerNoneCount As Long
Dim attendeeAcceptedCount As Long
Dim attendeeTentativeCount As Long
Dim attendeeDeclinedCount As Long
Dim attendeeNotRespondedCount As Long
Dim invitedAttendees As Long
Dim respondingAttendees As Long
Dim uPrompt As String
Dim uTitle As String
Debug.Print
Debug.Print "Item.Class: " & Item.Class
' 26 - AppointmentItem
'
' Various MeetingItems
' 53 to 57
' 53 - should be the initial invitation
' 181 - Meeting Forward Notification
' - with no response (0), the invited person counts as a "None" response
If Item.Class = 26 Then
Set objAppt = Item
' tested
' olMeetingResponsePositive
' 53
' 181
ElseIf Item.Class = olMeetingResponsePositive Or _
Item.Class = olMeetingResponseTentative Or _
Item.Class = olMeetingResponseNegative Or _
Item.Class = 53 Or _
Item.Class = 54 Or _
Item.Class = 55 Or _
Item.Class = 56 Or _
Item.Class = 57 Or _
Item.Class = 181 Then
' Bypass errors for a specific purpose
On Error Resume Next
Set objAppt = Item.GetAssociatedAppointment(True)
' Turn error bypass off
On Error GoTo 0
If objAppt Is Nothing Then
MsgBox "No appointment associated with the meeting response " & _
vbCr & vbCr & Item.Subject
Exit Sub
End If
Else
MsgBox "Item class " & Item.Class & " not recognized in this code. "
Exit Sub
End If
For Each objAttendee In objAppt.Recipients
Debug.Print
Debug.Print "Invitee name...: " & objAttendee.name
'Count the invitations
Debug.Print "Invitation Type: " & objAttendee.Type
' https://msdn.microsoft.com/en-us/vba/outlook-vba/articles/olmeetingrecipienttype-enumeration-outlook
' 0 = olOrganizer
' 1 = olRequired
' 2 = olOptional
' 3 = olResource
Select Case objAttendee.Type
Case 0
lOrganizerAttendeeCount = lOrganizerAttendeeCount + 1
Case 1
lRequiredAttendeeCount = lRequiredAttendeeCount + 1
Case 2
lOptionalAttendeeCount = lOptionalAttendeeCount + 1
Case 3
lResourceCount = lResourceCount + 1
End Select
' Count the responses
Debug.Print "Response Status: " & objAttendee.MeetingResponseStatus
' https://msdn.microsoft.com/VBA/Outlook-VBA/articles/olresponsestatus-enumeration-outlook
' 0 = "None" - This is what I get as the organizer
' 1 = "Organized"
' 2 = "Tentative"
' 3 = "Accepted"
' 4 = "Declined"
' 5 = "Not Responded"
Select Case objAttendee.MeetingResponseStatus
Case 0
attendeeOrganizerNoneCount = attendeeOrganizerNoneCount + 1
Case 1
attendeeOrganizerNoneCount = attendeeOrganizerNoneCount + 1
Case 2
attendeeTentativeCount = attendeeTentativeCount + 1
Case 3
attendeeAcceptedCount = attendeeAcceptedCount + 1
Case 4
attendeeDeclinedCount = attendeeDeclinedCount + 1
Case 5
attendeeNotRespondedCount = attendeeNotRespondedCount + 1
End Select
Set objAttendee = Nothing
Next
invitedAttendees = lOrganizerAttendeeCount + lRequiredAttendeeCount + _
lOptionalAttendeeCount + lResourceCount
respondingAttendees = attendeeOrganizerNoneCount + attendeeAcceptedCount + _
attendeeTentativeCount + attendeeDeclinedCount + attendeeNotRespondedCount
' Display results
uTitle = "Attendees for " & objAppt.Subject
uPrompt = "Invitations:" & vbCr & _
" " & lOrganizerAttendeeCount & " :Organizer" & vbCr & _
" " & lRequiredAttendeeCount & " :Required" & vbCr & _
" " & lOptionalAttendeeCount & " :Optional" & vbCr & _
" " & lResourceCount & " :Resource" & vbCr & _
" " & invitedAttendees & " : TOTAL" & vbCr & vbCr
uPrompt = uPrompt & " Responses:" & vbCr & _
" " & attendeeOrganizerNoneCount & " :organizer none" & vbCr & _
" " & attendeeAcceptedCount & " :accepts" & vbCr & _
" " & attendeeTentativeCount & " :tentatives" & vbCr & _
" " & attendeeDeclinedCount & " :declines" & vbCr & _
" " & attendeeNotRespondedCount & " :no responses" & vbCr & _
" " & respondingAttendees & " : TOTAL"
MsgBox Prompt:=uPrompt, Title:=uTitle
ExitRoutine:
Set objAppt = Nothing
Set objAttendee = Nothing
End Sub