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Custom Fields in Outlook Emails
I am new to trying to modify the Office Suite but have some past experience in other products. If you can help me with a response, please keep it on a kindergarten level because that is where I am currently.
I would like to add a custom field (Case Code) to every Outlook email which identifies the case / project to which the email is connected. If I modify my emails to include and display this field: 1. Will an incoming email default to my customized design so that I can add the case code? 2. If I have completed this field in an outgoing email, will receipt of the reply email already contain the data in the field? (I assume it will). 3. It is my plan to use my email in conjunction with a companion dbase set up in Access. I know I can create a list of responses in an Access table which can be used to lookup a value in another Access table. Can that Access table be access by an Outlook email form? Example: An Access table includes two fields, the Case Code and the Case Reference. When clicking on the Case Code field in the Outlook email form, can it be linked to the Access table to choose from a list of valid case codes and then populate the field in my email? Thanking you in advance, Rachael |
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The short answer is 'no'.
You have no control over your clients' e-mail applications. You have no control over the incoming e-mail formats - with plain text having no compatibility with fields. If you add material to messages, you damage their evidential value in the event of a future legal action. In theory you can add to an e-mail message, either incoming or outgoing using a macro (or in the case of incoming a script attached to a rule), but I would avoid fields. At its simplest it would be as follows, but you could replace the reference input box with a lookup to the Access table. Open a new (or existing) message and run the Test macro. Code:
Sub Test() Dim olMsg As MailItem On Error Resume Next Select Case Outlook.Application.ActiveWindow.Class Case olInspector Set olMsg = ActiveInspector.currentItem Case olExplorer Set olMsg = Application.ActiveExplorer.Selection.Item(1) End Select AddData olMsg Set olMsg = Nothing End Sub Sub AddData(olItem As MailItem) 'Graham Mayor - https://www.gmayor.com - Last updated - 07 Jul 2021 Dim olInsp As Outlook.Inspector Dim wdDoc As Object Dim oRng As Object Dim sCase As String, sRef As String sCase = InputBox("Enter the case number") sRef = InputBox("Enter the reference number") With olItem .BodyFormat = olFormatHTML Set olInsp = .GetInspector Set wdDoc = olInsp.WordEditor Set oRng = wdDoc.Range oRng.collapse 1 oRng.Text = "++++++++++++++++ Admin use only ++++++++++++++++++++" & vbCr & vbCr & _ "Case: " & sCase & vbCr & "Reference: " & sRef & vbCr & vbCr & _ "++++++++++++++++++++++++++++++++++++++++++++++++++" & vbCr & vbCr oRng.collapse 0 oRng.Select End With lbl_Exit: Set olInsp = Nothing Set wdDoc = Nothing Set oRng = Nothing Exit Sub End Sub
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Graham Mayor - MS MVP (Word) (2002-2019) Visit my web site for more programming tips and ready made processes www.gmayor.com |
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