Saving Outlook email as PDF + Attachments, without overwriting when names are duplicated - vba

Question

I save incoming mail with an inbox rule and VBA code.
When there are multiple emails with the same name and also if the attachments have the same name they overwrite each other.
I need both the email and the attachments to loop through 1-10. There can be up to ten emails and attachments with the same names.
Sub SaveAsMsg(MyMail As MailItem)
' requires reference to Microsoft Scripting Runtime
' \Windows\System32\Scrrun.dll
' Also requires reference to Microsoft Word Object Library
Dim fso As FileSystemObject
Dim strSubject As String
Dim strSaveName As String
Dim blnOverwrite As Boolean
Dim strFolderPath As String
Dim looper As Integer
Dim strID As String
Dim olNS As Outlook.NameSpace
Dim oMail As Outlook.MailItem
strID = MyMail.EntryID
Set olNS = Application.GetNamespace("MAPI")
Set oMail = olNS.GetItemFromID(strID)
'Get Sender email domain
sendEmailAddr = oMail.SenderEmailAddress
companyDomain = Right(sendEmailAddr, Len(sendEmailAddr) - InStr(sendEmailAddr, "#"))
' ### USER OPTIONS ###
blnOverwrite = False ' False = don't overwrite, True = do overwrite
'### THIS IS WHERE SAVE LOCATIONS ARE SET ###
'Currently only saves to yPath. Change the yPath variable to mPath in other areas of the script to enable the month folder.
bPath = "C:\email\" 'Defines the base path to save the email
cPath = bPath & companyDomain & "\" 'Adds company domain to base path
yPath = cPath & Format(Now(), "yyyy") & "\" 'Add year subfolder
mPath = yPath & Format(Now(), "MMMM") & "\" 'Add month subfolder
'### Path Validity ###
'Make sure base path exists
If Dir(bPath, vbDirectory) = vbNullString Then
MkDir bPath
End If
'Make sure company domain path exists
'If Dir(cPath, vbDirectory) = vbNullString Then
'MkDir cPath
'End If
'Make sure year path exists
'If Dir(yPath, vbDirectory) = vbNullString Then
'MkDir yPath
'End If
'Make sure month path exists (uncomment below lines to enable)
'If Dir(mPath, vbDirectory) = vbNullString Then
'MkDir mPath
'End If
'### Get Email subject & set name to be saved as ###
emailSubject = CleanFileName(oMail.Subject)
saveName = Format(oMail.ReceivedTime, "yyyymmdd") & "_" & emailSubject & ".txt"
Set fso = CreateObject("Scripting.FileSystemObject")
'### If don't overwrite is on then ###
If blnOverwrite = False Then
looper = 0
Do While fso.FileExists(yPath & saveName)
looper = looper + 1
saveName = Format(oMail.ReceivedTime, "yyyymmdd") & "_" & emailSubject & "_" & looper & ".txt"
Loop
Else '### If don't overwrite is off, delete the file ###
If fso.FileExists(yPath & saveName) Then
fso.DeleteFile yPath & saveName
End If
End If
'### Save MSG File ###
oMail.SaveAs bPath & saveName, olTXT
'### If Mail Attachments: clean file name, save into path ###
If oMail.Attachments.Count > 0 Then
For Each atmt In oMail.Attachments
atmtName = CleanFileName(atmt.FileName)
atmtSave = bPath & Format(oMail.ReceivedTime, "yyyymmdd") & "_" & atmtName
atmt.SaveAsFile atmtSave
Next
End If
Set oMail = Nothing
Set olNS = Nothing
Set fso = Nothing
End Sub
Function CleanFileName(strText As String) As String
Dim strStripChars As String
Dim intLen As Integer
Dim i As Integer
strStripChars = "/\[]:=," & Chr(34)
intLen = Len(strStripChars)
strText = Trim(strText)
For i = 1 To intLen
strText = Replace(strText, Mid(strStripChars, i, 1), "")
Next
CleanFileName = strText
End Function
Sub SaveAsPDF(MyMail As MailItem)
' requires reference to Microsoft Scripting Runtime
' \Windows\System32\Scrrun.dll
' Also requires reference to Microsoft Word Object Library
Dim fso As FileSystemObject
Dim strSubject As String
Dim strSaveName As String
Dim blnOverwrite As Boolean
Dim strFolderPath As String
Dim looper As Integer
Dim strID As String
Dim olNS As Outlook.NameSpace
Dim oMail As Outlook.MailItem
strID = MyMail.EntryID
Set olNS = Application.GetNamespace("MAPI")
Set oMail = olNS.GetItemFromID(strID)
'Get Sender email domain
sendEmailAddr = oMail.SenderEmailAddress
companyDomain = Right(sendEmailAddr, Len(sendEmailAddr) - InStr(sendEmailAddr, "#"))
' ### USER OPTIONS ###
blnOverwrite = False ' False = don't overwrite, True = do overwrite
'### THIS IS WHERE SAVE LOCATIONS ARE SET ###
bPath = "C:\email\" 'Defines the base path to save the email
cPath = bPath & companyDomain & "\" 'Adds company domain to base path
yPath = cPath & Format(Now(), "yyyy") & "\" 'Add year subfolder
mPath = yPath & Format(Now(), "MMMM") & "\" 'Add month subfolder
'### Path Validity ###
If Dir(bPath, vbDirectory) = vbNullString Then
MkDir bPath
End If
'If Dir(cPath, vbDirectory) = vbNullString Then
' MkDir cPath
'End If
'If Dir(yPath, vbDirectory) = vbNullString Then
' MkDir yPath
'End If
'### Get Email subject & set name to be saved as ###
emailSubject = CleanFileName(oMail.Subject)
saveName = Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & emailSubject & ".mht"
Set fso = CreateObject("Scripting.FileSystemObject")
'### If don't overwrite is on then ###
If blnOverwrite = False Then
looper = 0
Do While fso.FileExists(bPath & saveName)
looper = looper + 1
saveName = Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & emailSubject & "_" & looper & ".mht"
pdfSave = Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & emailSubject & "_" & looper & ".pdf"
Loop
Else '### If don't overwrite is off, delete the file ###
If fso.FileExists(bPath & saveName) Then
fso.DeleteFile bPath & saveName
End If
End If
oMail.SaveAs bPath & saveName, olMHTML
pdfSave = bPath & Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & emailSubject & ".pdf"
'### Open Word to convert file to PDF ###
Dim wrdApp As Word.Application
Dim wrdDoc As Word.Document
Set wrdApp = CreateObject("Word.Application")
Set wrdDoc = wrdApp.Documents.Open(FileName:=bPath & saveName, Visible:=True)
wrdApp.ActiveDocument.ExportAsFixedFormat OutputFileName:= _
pdfSave, ExportFormat:= _
wdExportFormatPDF, OpenAfterExport:=False, OptimizeFor:= _
wdExportOptimizeForPrint, Range:=wdExportAllDocument, From:=0, To:=0, _
Item:=wdExportDocumentContent, IncludeDocProps:=True, KeepIRM:=True, _
CreateBookmarks:=wdExportCreateNoBookmarks, DocStructureTags:=True, _
BitmapMissingFonts:=True, UseISO19005_1:=False
wrdDoc.Close
wrdApp.Quit
'### Clean up files ###
With New FileSystemObject
If .FileExists(bPath & saveName) Then
.DeleteFile bPath & saveName
End If
End With
'### If Mail Attachments: clean file name, save into path ###
If oMail.Attachments.Count > 0 Then
For Each atmt In oMail.Attachments
atmtName = CleanFileName(atmt.FileName)
atmtSave = bPath & Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & atmtName
atmt.SaveAsFile atmtSave
Next
End If
Set oMail = Nothing
Set olNS = Nothing
Set fso = Nothing
End Sub

Answer 1

This works really well once you delete the if statements that delete the file. Thank you for the foundation.
I've modified the PDF portion of your code (for the better, I hope) and fixed an issue that the pdf filename would not increment if it existed already. I had to write a separate loop for the PDF because you basically stopped the loop with this line: pdfSave = bPath & Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & emailSubject & ".pdf" but I can't seem to get rid of that line without producing an error so made a new loop. Maybe someone can simplify that part for me.
I've also added a line to delete the .mht file only used to create the PDF and modified the filenames a bit:
Function CleanFileName(strText As String) As String
Dim strStripChars As String
Dim intLen As Integer
Dim i As Integer
strStripChars = "/\[]:=," & Chr(34)
intLen = Len(strStripChars)
strText = Trim(strText)
For i = 1 To intLen
strText = Replace(strText, Mid(strStripChars, i, 1), "")
Next
CleanFileName = strText
End Function
Sub SaveAsPDF(MyMail As MailItem)
' ### Requires reference to Microsoft Scripting Runtime ###
' ### Requires reference to Microsoft Word Object Library ###
' --- In VBE click TOOLS > REFERENCES and check the boxes for both of the above ---
Dim fso As FileSystemObject
Dim strSubject As String
Dim strSaveName As String
Dim blnOverwrite As Boolean
Dim strFolderPath As String
Dim sendEmailAddr As String
Dim senderName As String
Dim looper As Integer
Dim plooper As Integer
Dim strID As String
Dim olNS As Outlook.NameSpace
Dim oMail As Outlook.MailItem
Dim bPath, EmailSubject, saveName, pdfSave As String
strID = MyMail.EntryID
Set olNS = Application.GetNamespace("MAPI")
Set oMail = olNS.GetItemFromID(strID)
' ### Get username portion of sender email address ###
sendEmailAddr = oMail.SenderEmailAddress
senderName = Left(sendEmailAddr, InStr(sendEmailAddr, "#") - 1)
' ### USER OPTIONS ###
blnOverwrite = False ' False = don't overwrite, True = do overwrite
' ### Path to save directory ###
bPath = "Z:\email\"
' ### Create Directory if it doesnt exist ###
If Dir(bPath, vbDirectory) = vbNullString Then
MkDir bPath
End If
' ### Get Email subject & set name to be saved as ###
emailSubject = CleanFileName(oMail.Subject)
saveName = Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & emailSubject & ".mht"
Set fso = CreateObject("Scripting.FileSystemObject")
' ### Increment filename if it already exists ###
If blnOverwrite = False Then
looper = 0
Do While fso.FileExists(bPath & saveName)
looper = looper + 1
saveName = Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & senderName & "_" & emailSubject & "_" & looper & ".mht"
Loop
Else
End If
' ### Save .mht file to create pdf from Word ###
oMail.SaveAs bPath & saveName, olMHTML
pdfSave = bPath & Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & senderName & "_" & emailSubject & ".pdf"
If fso.FileExists(pdfSave) Then
plooper = 0
Do While fso.FileExists(pdfSave)
plooper = plooper + 1
pdfSave = bPath & Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & senderName & "_" & emailSubject & "_" & plooper & ".pdf"
Loop
Else
End If
' ### Open Word to convert .mht file to PDF ###
Dim wrdApp As Word.Application
Dim wrdDoc As Word.Document
Set wrdApp = CreateObject("Word.Application")
' ### Open .mht file we just saved and export as PDF ###
Set wrdDoc = wrdApp.Documents.Open(FileName:=bPath & saveName, Visible:=True)
wrdApp.ActiveDocument.ExportAsFixedFormat OutputFileName:= _
pdfSave, ExportFormat:= _
wdExportFormatPDF, OpenAfterExport:=False, OptimizeFor:= _
wdExportOptimizeForPrint, Range:=wdExportAllDocument, From:=0, To:=0, _
Item:=wdExportDocumentContent, IncludeDocProps:=True, KeepIRM:=True, _
CreateBookmarks:=wdExportCreateNoBookmarks, DocStructureTags:=True, _
BitmapMissingFonts:=True, UseISO19005_1:=False
wrdDoc.Close
wrdApp.Quit
' ### Delete .mht file ###
Kill bPath & saveName
' ### Uncomment this section to save attachments ###
'If oMail.Attachments.Count > 0 Then
' For Each atmt In oMail.Attachments
' atmtName = CleanFileName(atmt.FileName)
' atmtSave = bPath & Format(oMail.ReceivedTime, "yyyy-mm-dd-hhmm") & "_" & atmtName
' atmt.SaveAsFile atmtSave
' Next
'End If
Set oMail = Nothing
Set olNS = Nothing
Set fso = Nothing
End Sub

Answer 2

I have noticed the following lines of code:
strID = MyMail.EntryID
Set olNS = Application.GetNamespace("MAPI")
Set oMail = olNS.GetItemFromID(strID)
There is no need to get a new instance of the MailItem class. You can use the instance passed as a parameter.
If fso.FileExists(bPath & saveName) Then
fso.DeleteFile bPath & saveName
It looks like you delete existing files instead of saving a new ones with different names.
You may consider using the datetime (not only the date) marker when saving emails/attachments. Or you may check out whether such file exists on the disk already.