VBA Outlook Script - vba

I have a script I've pieced together over time. Recently a plugin we need to use in Outlook has caused some issues. Basically we get prompted twice because when the plugin is used the e-mail ends up being destroyed and re-created with a specific attachment filename. At this point the user is prompted again. I've tried to work in a For loop to skip the script if it finds this attachment. However, when I added the For loop it just seems to skip the entire script. I have limited experience with VBA and so I'm sure it's an issue with my syntax or usage. See script below:
Private Sub Application_ItemSend _
(ByVal Item As Object, Cancel As Boolean)
Dim strMsg As String
Dim Atmt As Variant
'strMsg = Item.Class
If Item.Class = "43" Then
For Each Atmt In Item.Attachments
If VBA.Right(Atmt.FileName, 3) = ".sf" Then
GoTo NonEmailError
End If
Next Atmt
If Item.CC = "" Then
strMsg = "To recipients: " & Item.To & vbCrLf & _
"Are you sure you want to send this message?"
Else
strMsg = "To recipients: " & Item.To & vbCrLf & _
"Cc recipients: " & Item.CC & vbCrLf & _
"Bcc recipients: " & Item.BCC & vbCrLf & _
"Are you sure you want to send this message?"
End If
Else
GoTo NonEmailError
End If
' Exit Sub
' Ignore errors for now.
On Error GoTo NonEmailError
' Prompt user to fill in subject
If Item.Subject = "" Then
MsgBox "You must enter a subject.", 48, "Empty Subject"
Cancel = True
GoTo NonEmailError
End If
' Exit Sub
' Prompt user to verify E-Mails
If MsgBox(strMsg, vbYesNo + vbQuestion _
, "Send Confirmation") = vbNo Then
Cancel = True
End If
Exit Sub
NonEmailError:
' The item being sent was not an e-mail and so don't prompt the user anything
Exit Sub
End Sub

I am not that familiar with outlook and VBA, but my first guess in this case is that item.class should be compared to the numeric value 43 rather than the string-literal value "43".
The one thing that gives me pause is that I would expect the statement to throw an error because "43" is the wrong type for Item.Class, but this may just reflect my unfamiliarity with the material.
According to msdn reference, item.class (in this case a mailItem) is an OlObjectClass constant, and 43 is olMail. It would probably be advisable to change:
If Item.Class = "43" Then
to
If Item.Class = olMail Then
or at least to:
If Item.Class = 43 Then
( see: http://msdn.microsoft.com/en-us/library/bb208118%28v=office.12%29.aspx and http://msdn.microsoft.com/en-us/library/bb207137%28v=office.12%29.aspx )

Related

Email recipient name verification [closed]

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There is a tool in outlook that notifies a sender about possible missing attachments as they click the send button. This tool seems to search the body of the email for keywords like "attachment" and then check to see if anything is attached to the email. If not, the notification then pops up.
I'm looking for something similar but a bit more advanced. I would like a similar notification pop-up to appear when the body of my email does not contain neither the first name nor the last name of my recipient(s).
EDIT / UPDATE
I have eventually created my own VBA code to solve this problem, based on FaneDuru's answer. Please consider unclosing this question.
Note: my code searches for either the first, middle(s) or last name of each one of the recipients, but only on the first two lines of the body of the email.
If any one of these searches is successful (i.e. if the name is found on the first 2 lines), then the check is successful and the email can be sent, otherwise the sender is notified.
When the recipient's email address is not in the address book of the sender, the programme does other similar things that can be easily seen in the code.
Please feel free to suggest improvements.
Option Explicit
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
If TypeName(Item) = "MailItem" Then
Dim myMail As MailItem, recip As Recipient, strNoRef As String, msg As VbMsgBoxResult, msge As VbMsgBoxResult, noEntry As String
Dim i As Integer
Dim j As Integer
Dim Lines() As String
Dim fLines As String
i = 0
j = 0
Set myMail = Item
Lines = Split(myMail.Body, vbCrLf, 4)
fLines = Lines(0) & Lines(1) & Lines(2)
For Each recip In myMail.Recipients
If recip.Address <> recip.AddressEntry Then
i = i + 1
If Not NameExists(recip.AddressEntry, fLines) Then
j = j + 1
strNoRef = strNoRef & recip.AddressEntry & vbCrLf
End If
End If
Next
For Each recip In myMail.Recipients
If Not recip.Address <> recip.AddressEntry Then
noEntry = noEntry & recip.AddressEntry & vbCrLf
End If
Next
If j = i And noEntry = "" Then
msg = MsgBox("This mail does not contain a reference to anyone of the following:" & vbCrLf & _
vbCrLf & strNoRef & vbCrLf & _
"To send the mail anyway, please press ""Yes"".", vbYesNo, "Send the mail?")
If msg <> vbYes Then Cancel = True
End If
If j = i And noEntry <> "" Then
msg = MsgBox("This mail does not contain a reference to anyone of the following:" & vbCrLf & _
vbCrLf & strNoRef & vbCrLf & _
"And the following recipients are not in the address book:" & vbCrLf & _
vbCrLf & noEntry & vbCrLf & _
"To send the mail anyway, please press ""Yes"".", vbYesNo, "Send the mail?")
If msg <> vbYes Then Cancel = True
End If
If noEntry <> "" And j < i Then
msge = MsgBox("The following recipients are not in the address book:" & vbCrLf & _
vbCrLf & noEntry & vbCrLf & "So, the email was not sent." & vbCrLf & _
"To send it, please press ""Yes"".", vbYesNo, "Send the mail?")
If msge <> vbYes Then Cancel = True
End If
If noEntry = "" And j < i Then
Cancel = False
End If
End If
End Sub
Function NameExists(strName As String, strBody As String) As Boolean
Dim arrName, El
arrName = Split(strName, " ")
For Each El In arrName
If InStr(1, strBody, El, vbBinaryCompare) > 0 Then
NameExists = True: Exit Function
End If
Next El
End Function
In order to achieve what you try explaining, please proceed in the next way:
Change Outlook security settings to make it open with Macro Enabled:
File - Options - Trust Center - Trust Center Settings... - Macro Settings and choose Notifications for all Macros, or Enable All Macros (not recommended.... Press 'OK', of course...
Close and reopen Outlook, choosing Enable Macros!
Press F11 in order to access VBE (Visual Basic for Applications) window. In its left pane you will see Project1 (VBAProject.OTM).
Expand Microsoft Outlook Objects and double click on ThisOutlookSession.
In the opening window (to the right side), please copy the next code:
Option Explicit
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
If TypeName(Item) = "MailItem" Then
Dim myMail As MailItem, recip As Recipient, strNoRef As String, msg As VbMsgBoxResult, noEntry As String
Set myMail = Item 'just to benefit of intellisense suggestions...
For Each recip In myMail.Recipients 'iterate between mail recipients
If recip.Address <> recip.AddressEntry Then 'if the address has a name (not only xxx#domain.com):
If Not NameExists(recip.AddressEntry, myMail.Body) Then 'check if one of its names (first or last) exists
strNoRef = strNoRef & recip.AddressEntry & vbCrLf 'if not, build a string to be used in the message
End If
Else
noEntry = noEntry & recip.AddressEntry & vbCrLf
End If
Next
If noEntry <> "" Then
MsgBox "The following recipients are not in the address book:" & vbCrLf & _
vbCrLf & noEntry
End If
If strNoRef <> "" Then
msg = MsgBox("The mail you try sending does not contain a reference to" & vbCrLf & _
vbCrLf & strNoRef & vbCrLf & "and it cannot be sent..." & vbCrLf & _
"To send it as it is, please press ""Yes"".", vbYesNo, "Send the mail?")
If msg <> vbYes Then Cancel = True 'if not pressing "Yes", the sending will be cancelled
End If
End If
End Sub
Function NameExists(strName As String, strBody As String) As Boolean
Dim arrName, El
arrName = Split(strName, " ")
For Each El In arrName
If InStr(1, strBody, El, vbBinaryCompare) > 0 Then
NameExists = True: Exit Function
End If
Next El
End Function
It would be good to press Save on the VBE Standard toolbar. I thing Ctrl + S will also work...
Try playing with mails and send some feedback...

How to insert HTML elements in email body

I want to apply HTML when a user prepares email with a default template.
I got some basic code online:
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
On Error Resume Next
If InStr(LCase(Item.To), "xxx#gmail.com") Then
prompt$ = "Are You Sure want to send this email to " & Item.To& " ?"
If MsgBox(prompt$, vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Check Address") = vbNo Then
Cancel = True
Dim objOutlookMsg As Outlook.MailItem
Set objOutlookMsg = Outlook.Application.CreateItem(olMailItem)
objOutlookMsg.HTMLBody = "<html><body><strong>HELLO OUTLOOK</strong></body></html>"
objOutlookMsg.Display
End If
End If
End Sub
When I send, a new message window opens.
I want that HTML to present in the same window, not a new window.
The Item.To Property Returns String list of display names, what you need it Recipient.Address Property which will Return a String representing the email address of the Recipient.
Also check If Item.Class <> olMail if not then Exit Sub
Full Example
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
If Item.Class <> olMail Then Exit Sub
Dim Rcpt As Recipient
Dim Prompt As String
Prompt = "Are You Sure want to send this email to " & Item.To & " ?"
For Each Rcpt In Item.Recipients
If InStr(1, Rcpt.AddressEntry, "TEST#gmail.com", vbTextCompare) Then
If MsgBox(Prompt, vbYesNo + vbQuestion + vbMsgBoxSetForeground, _
"Check Address ") = vbNo Then
Cancel = True
Exit Sub
End If
Item.HTMLBody = "<html><body><strong>HELLO OUTLOOK</strong></body></html>" _
& Item.HTMLBody
End If
Next
End Sub
Updated per comments
Simply remove if MsgBox end if block of code
Example
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
If Item.Class <> olMail Then Exit Sub
Dim Rcpt As Recipient
For Each Rcpt In Item.Recipients
If InStr(1, Rcpt.AddressEntry, "TEST#gmail.com", vbTextCompare) Then
Item.HTMLBody = "<html><body><strong>HELLO OUTLOOK</strong></body></html>" _
& Item.HTMLBody
End If
Next
End Sub
If you want to modify the HTML body of the message begin sent (it is passed as the Item parameter to your event handler), why are you creating a new message instead of modifying the existing message? Set HTMLBody property on the Item object.

outlook 2010 - warning popup before sending email from personal mail

I've outlook 2010 at my work and linked my personal mail id as a primary account and the rest of the group shared mail id are linked at server level.
So when I send a new email from the group, it selects the personal mail id by default and user have to change it everytime.
I use the below macro to provide a warning pop up when the From is selected as my personal id however this macro warn even if the shared mail id is selected in From.
How to prevent this from warning if the From is not the primary id or personal id or is there a macro to automatically select the From when a new email is created based on the group shared mail id's?
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
If InStr(LCase(Item.SendUsingAccount), "sara#example.com.") Then
Prompt$ = "You sending this from sara#example.com. Are you sure you want to send it?"
If MsgBox(Prompt$, vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Check Address") = vbNo Then
Cancel = True
End If
End If
End Sub
From corresponds to the SentOnBehalfOfName property. This is empty until mail is sent, unless you set it in code before sending. Not useful here as you want to verify if you forgot to set it.
Private Sub SetFrom()
Dim curritem As mailItem
Dim uPrompt As String
Set curritem = CreateItem(olMailItem)
curritem.Display
uPrompt = "This mail has not been sent." & vbCr & vbCr
uPrompt = uPrompt & "The SentOnBehalfOfName (From) property is empty unless set in the code." & vbCr & vbCr
uPrompt = uPrompt & "See between the quotes." & vbCr & vbCr
MsgBox uPrompt & Chr(34) & ActiveInspector.currentItem.SentOnBehalfOfName & Chr(34)
' Note: The From in the user interface does not populate the property."
curritem.SentOnBehalfOfName = "sharedmailbox#example.com"
' For demonstration purposes. Not necessary to display in real code.
curritem.Close olSave
curritem.Display
MsgBox "SentOnBehalfOfName set in the code." & vbCr & vbCr & _
"The SentOnBehalfOfName (From) is set to: " & curritem.SentOnBehalfOfName
ExitRoutine:
Set curritem = Nothing
End Sub
Your attempt to verify SendUsingAccount has likely failed due to having one account with many mailboxes where you want many accounts.
Sub Account_name()
Dim olAcct As account
Dim countAcc As Long
Dim i As Long
countAcc = Session.Accounts.count
For i = 1 To countAcc
Debug.Print "Account.....: " & i
Debug.Print " DisplayName: " & Session.Accounts.Item(i).DisplayName
Debug.Print " UserName : " & Session.Accounts.Item(i).userName
Debug.Print
Next
End Sub
If you find you have only one account see Add an email account to Outlook to to add accounts if you have the required permissions.

VBA: Find whether there is common pattern between the email subject and attachment name

I want to validate that the outgoing email is correctly attached with a correct file. The email subject contains a code. The attachment filename is automatically generated with a code and attached manually to the email. The VBA is to check whether the email subject contains a common pattern in the filename of the attachment.
The code is like H??#######, i.e. it must start with "H", followed with 2 letters, and then 7 digits.
If both the email subject and filename contain the same code, the email is allowed to send, otherwise it should warn. For example:
Subject: Urgent Chapter 10 - HCX1234567 updated on 12 Dec 2015
Filename: HCX1234567_ABCCh10_20151212_0408
This email is allowed.
Is it possible to do such validation before sending?
Here is my attempt:
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
'Create Geoff Lai on 14 March 2016
Dim recips As Outlook.Recipients
Dim recip As Outlook.Recipient
Dim pa As Outlook.PropertyAccessor
Dim prompt As String
Dim strMsg As String
Dim mailContent As String
Dim jobCode As String
Dim attachName As String
Dim pos As Integer
Dim jcodepos As Integer
Const PR_SMTP_ADDRESS As String = "http://schemas.microsoft.com/mapi/proptag/0x39FE001E"
attachName = Item.Attachments.Item(1).FileName
mailContent = Item.Body + Item.Subject ' Get a copy of all the e-mail body text and subject text to search.
mailContent = LCase(mailContent) ' Make whole string lowercase for easier searching.
Set recips = Item.Recipients
For Each recip In recips 'Record email addressees if send to external domain
Set pa = recip.PropertyAccessor
If InStr(LCase(pa.GetProperty(PR_SMTP_ADDRESS)), "#mydomain.com") = 0 Then
strMsg = strMsg & " " & pa.GetProperty(PR_SMTP_ADDRESS) & vbNewLine
End If
Next
If strMsg <> "" Then
If (Item.Attachments.Count = 0) Then ' Check attachment
If InStr(1, mailContent, "attach") > 0 Then
pos = 1
ElseIf InStr(1, mailContent, "Attach") > 0 Then
pos = 1
ElseIf InStr(1, mailContent, "enclose") > 0 Then
pos = 1
ElseIf InStr(1, mailContent, "Enclose") > 0 Then
pos = 1
Else: pos = 0
End If
End If
If (pos > 0) Then 'If there is no attachment:
If MsgBox("With the word attach or enclose, attachment should be found in this email" & vbNewLine & "Please Confirm.", vbYesNo + vbCritical + vbMsgBoxSetForeground, "Missing Attachment") = vbYes Then
prompt = "This email will be sent outside of mydomain.com to:" & vbNewLine & strMsg & "Do you want to proceed?"
If MsgBox(prompt, vbYesNo + vbExclamation + vbMsgBoxSetForeground, "Check Address") = vbNo Then
Cancel = True
Exit Sub
Else
Exit Sub
End If
Else
Cancel = True 'Stop sending
End If
End If
If (Item.Attachments.Count > 0) Then ' Validate attachment and subject
jcodepos = InStr(1, attachName, "H??#######", 0) ' Get job code position
jobCode = Mid(attachName, jcodepos, 10) ' Get job code
If (InStr(1, Item.Subject, jobCode, 0) = 0) Then ' If no common code between subject and attachment
If MsgBox("There is no common job code between the email subject and the filename of the attachment." & vbNewLine & "Do you want to proceed?", _
vbYesNo + vbCritical + vbMsgBoxSetForeground, "Wrong Attachment?") = vbNo Then
Cancel = True
Exit Sub
Else
Exit Sub
End If
ElseIf MsgBox("Common job code " & jobCode & " is found in the email subject and the filename of the attachment" & prompt, _
vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Confirm Job Code") = vbNo Then ' If common code is found
Cancel = True
Exit Sub
Else
Exit Sub
End If
End If
End If
End Sub
However, I get an error at jobCode = Mid(attachName, jcodepos, 10), which is:
Run-time error '5' Invalid procedure call or argument
Application_ItemSend, the usual way, in ThisOutlookModule. How can I automatically run a macro when an email is sent in Outlook?
In the VB editor set the reference to Regular Expressions.
Similar to the code in the Question part of Regular Expression Rules in Outlook 2007?. Check RegEx.Pattern = "(H[A-Z]{2}[0-9]{7})" against the filename. Continue with RegEx or InStr to verify the subject includes the filename match.
Since you thinking about using VBA I would assume that you are using Outlook as your email client. If so, please add this to your question and the tags. With this assumption the answer is that it depends:
If Outlook is actually used to send the email then it can be done. The following Q&A is probably a good starting point.
how to check details before sending mails in outlook using macros?
Yet, the above technique will not work if the email is created with File | Send commands in Office programs or similar commands in Windows Explorer or other programs.
Finally, I have figured it out, Thanks for the advices!
Here is my workout.
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
Dim recips As Outlook.Recipients
Dim recip As Outlook.Recipient
Dim pa As Outlook.PropertyAccessor
Dim regex As Object, codeInSubject As Object, codeInAttach As Object
Dim matchSbjtCode As String, matchAttchcode As String
Dim prompt As String
Dim strMsg As String
Dim mailContent As String
Dim attachName As String
Dim pos As Integer
Const PR_SMTP_ADDRESS As String = "http://schemas.microsoft.com/mapi/proptag/0x39FE001E"
Set regex = CreateObject("vbScript.regExp")
With regex
.Pattern = "[H][ACDILNOPQTUVW][BCGJMOPRSTWY][1-9][0-9]{6}" ' Set regular expression pattern
.Global = False ' Check the first instance only
End With
attachName = Item.Attachments.Item(1).FileName
mailContent = Item.Body + Item.Subject ' Get a copy of all the e-mail body text and subject text to search.
mailContent = LCase(mailContent) ' Make whole string lowercase for easier searching.
Set recips = Item.Recipients
For Each recip In recips 'Record email addressees if send to external domain
Set pa = recip.PropertyAccessor
If InStr(LCase(pa.GetProperty(PR_SMTP_ADDRESS)), "#mydomain.com") = 0 Then
strMsg = strMsg & " " & pa.GetProperty(PR_SMTP_ADDRESS) & vbNewLine
End If
Next
prompt = "This email will be sent outside of mydomain.com to:" & vbNewLine & strMsg & "Do you want to proceed?"
If strMsg <> "" Then
If (Item.Attachments.Count = 0) Then ' Check attachment
If InStr(1, mailContent, "attach") > 0 Then
pos = 1
ElseIf InStr(1, mailContent, "enclose") > 0 Then
Else: pos = 0
End If
End If
If (pos > 0) Then 'If there is no attachment:
If MsgBox("With the word 'attach' or 'enclose', attachment should be found in this email" & vbNewLine & _
"Please Confirm.", vbYesNo + vbCritical + vbMsgBoxSetForeground, "Missing Attachment") = vbYes Then ' Prompt to check
If MsgBox(prompt, vbYesNo + vbExclamation + vbMsgBoxSetForeground, "Check Address") = vbNo Then
Cancel = True
Exit Sub
Else
Exit Sub
End If
Else
Cancel = True 'Stop sending
End If
End If
If (Item.Attachments.Count > 0) Then ' Validate attachment and subject
If regex.test(Item.Subject) And regex.test(attachName) Then ' Test the job codes in the email subject and attachment filename
Set codeInSubject = regex.Execute(Item.Subject)
Set codeInAttach = regex.Execute(attachName)
If StrComp(codeInSubject(0), codeInAttach(0)) = 0 Then ' Compare the codes found
If MsgBox("Common job code """ & codeInAttach(0) & """ is found in the email subject and the filename of the attachment. " & vbNewLine & prompt, _
vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Confirm Job Code") = vbNo Then ' If found, confirm to send
Cancel = True
Else: Exit Sub
End If
ElseIf MsgBox("There is no common job code between the email subject and the filename of the attachment." & vbNewLine & _
"Do you want to DISCARD?", vbYesNo + vbCritical + vbMsgBoxSetForeground, "Wrong Attachment?") = vbYes Then ' if not found, discard
Cancel = True
Else: Exit Sub
End If
End If
End If
End If
End Sub

Outlook VBA to verify recipient

What is the best way to check for multiple black-list email addresses before sending?
I have several email addresses I am not allowed to send information to as part of a project. I want Outlook to check for any of the black-list email addresses and notify me if they are included before sending. Below is the code I found to modify
For example, my black-list includes: "bad#address.com", "worst#address.com", "evil#address.com"
What is the best way to put these addresses into the code below, would be good for it to be in a way that allows for changing the addresses in the black-list easily?
So here is the latest version of my code with your suggestions. Unfortunately it lets me send the emails to the addresses on the Checklist. Any suggestions?
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean)
Dim Recipients As Outlook.Recipients
Dim recip As Outlook.Recipient
Dim i
Dim prompt As String
On Error Resume Next
' use lower case for the address
' LCase converts all addresses in the To field to lower case
Checklist = "bad#address.com" & _
"worst#address.com" & _
"evil#address.com" '// , _ and so on
Set Recipients = Item.Recipients
For i = Recipients.Count To 1 Step -1
Set recip = Recipients.Item(i)
If InStr(LCase(recip), LCase(Checklist)) Then
prompt$ = "You sending this to this to " & Item.To & ". Are you sure you want to send it?"
If MsgBox(prompt$, vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Check Address") = vbNo Then
Cancel = True
End If
End If
Next i
End Sub
Create a procedure level variable CheckList which is the list of csv of black listed emails. you can initialise this in the procedure as a hard assignment or dynamically retrieve from other data sources for e.g. sql server
Dim lbadFound As Boolean
dim badAddresses as string
lbadFound = False
CheckList = "bad#address.com," & _
"worst#address.com," & _
"evil#address.com" '// , _ and so on
Set Recipients = Item.Recipients
For i = Recipients.Count To 1 Step -1
Set recip = Recipients.Item(i)
If instr(1,lcase(CheckList), LCase(recip)) >=1 Then
lbadFound = true
badAddresses = badAddresses & recip & & vbcrlf
End If
Next i
If lbadFound Then
prompt$ = "You sending this mail to one or more black listed email address(es)" & badAddresses & vbcrlf & " Are you sure you want to send it?"
If MsgBox(prompt$, vbYesNo + vbQuestion + vbMsgBoxSetForeground, "Check Address") = vbNo Then
Cancel = True
End If
End If