Results 1 to 9 of 9
  1. #1
    Lounger
    Join Date
    Mar 2002
    Location
    Sunnvyale, California, USA
    Posts
    25
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Setting flags on outgoing emails (Outlook 2000)

    Hi,
    I'd like to have an automated way of setting a follow up flag on an email but not have it attached to the email so that the recipient sees it. I was thinking I could create a form that had a text box for entering in the number of days until follow up, then use the rules wizard to set a flag after sending. Unfortunately, the only way that I can see that might work involves custom actions which looks pretty involved. Are there any easier ways?

    Thanks,
    Eric

  2. #2
    Platinum Lounger
    Join Date
    Nov 2001
    Location
    Vienna, Wien, Austria
    Posts
    5,009
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Setting flags on outgoing emails (Outlook 2000

    AFAIK follow-up flags are only particular to the sender. (The recipient can of course choose to set THEIR OWN foillow up flag.) Are you sure that you're not thinking of assigning tasks - which of course do have deadlines set by the sender? Or are you saying one thing and meaning the other? HTH
    Gre

  3. #3
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Location
    Silicon Valley, USA
    Posts
    23,112
    Thanks
    5
    Thanked 93 Times in 89 Posts

    Re: Setting flags on outgoing emails (Outlook 2000

    I think if you send in RTF, the flag goes along for the ride. It's pretty annoying actually, to receive one; it's like rude instant messaging.

    I wonder if it can be avoided by sending as plain text, or whether Outlook will automatically convert it to RTF?

    Maybe there is a way to hook into the Item_Sent event to add the flag after sending, but I really have no idea.

  4. #4
    Platinum Lounger
    Join Date
    Nov 2001
    Location
    Vienna, Wien, Austria
    Posts
    5,009
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Setting flags on outgoing emails (Outlook 2000

    I stand corrected. In fact, follow up flags show up on all three Outlook formats. I must have been living a "clean" life! <img src=/S/groan.gif border=0 alt=groan width=16 height=15>

    Automating based on the Item_Sent event would require a custom action - written in C++ - n ot something readily available.
    Gre

  5. #5
    Uranium Lounger
    Join Date
    Dec 2000
    Location
    Salt Lake City, Utah, USA
    Posts
    9,508
    Thanks
    0
    Thanked 6 Times in 6 Posts

    Re: Setting flags on outgoing emails (Outlook 2000)

    As unkamunka and jscher2000 have pointed out, flags don't trigger at the sender end, so you wold need to develop something custom. Either use tasks to remind yourself, or see if Ken Slovak's Extended Reminders will do something that will work for you.
    -John ... I float in liquid gardens
    UTC -7DS

  6. #6
    5 Star Lounger
    Join Date
    Dec 2002
    Location
    Perth, Western Australia, Australia
    Posts
    730
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Setting flags on outgoing emails (Outlook 2000)

    You could send yourself BCCs, and use rules to set the flag on them, instead of the sent message. It can be done without custom actions (apart from your custom actions to set up the rules and categories). This assumes that you only need to set the flag for predefined numbers of days. Each "number of days" will need its own category, and a matching rule. eg

    Check messages when they arrive
    from myself
    and assigned to FlagIn3days
    flag message for Follow up within 3 days

    Once both the categories and rules are set up, then, before you send it, assign each email that needs follow up to the category corresponding to the number of days until follow up, and include yourself as a BCC.

    If you can live with CC, rather than BCC, then you can use a "Check messages after sending" rule to add yourself as a CC automatically, whenever a message is assigned to a "number of days" category.

    If you want to use actions other than "Follow up", you will need to add categories for them, and a rule for each action/days combo.

    btw I initially thought you could use a "Check messages after sending" rule to do this. But dscovered that I had misunderstood this item of MSpeak to mean that the rule would be applied to the message after it had been sent. Luckily I tested it and discovered that "after sending" seems to mean "after message is sent to your Outbox, but before it is sent from there". That is, the recipient also gets the flag! (And then JohnBF reminded us that reminders only work in the primary folders anyway. <img src=/S/groan.gif border=0 alt=groan width=16 height=15>)
    <font face="Comic Sans MS" color="blue">TimOz</font>
    <img src=/S/flags/Finland.gif border=0 alt=Finland width=30 height=18> <img src=/S/flags/Australia.gif border=0 alt=Australia width=30 height=18>

  7. #7
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Location
    Silicon Valley, USA
    Posts
    23,112
    Thanks
    5
    Thanked 93 Times in 89 Posts

    Re: Setting flags on outgoing emails (Outlook 2000

    Regarding Item_Send or Application_ItemSend, this is what I was thinking, but... of course it doesn't work.
    <pre>Public WithEvents myOL2k As Outlook.Application

    Private Sub myOL2k_ItemSend(ByVal Item As Object, Cancel As Boolean)
    With Item
    MsgBox .Subject 'for debugging only
    .Send 'Not allowed!! Is there any other way to flush it out?
    .FlagStatus = olFlagMarked
    .FlagDueBy = DateAdd("d", 3, Now)
    .FlagRequest = "Check up on this one"
    End With
    End Sub</pre>

    Here's a technique that does work, but it's not very smooth... once the sent message is added to the Sent Items folder, Outlook displays the message and asks whether a flag should be added. Many things could be improved here, but this should get the ball rolling.

    [list=1]<LI>Open the Outlook VBE and insert a new Class Module. For purposes of this exercise, rename the module clsFlag. (If you choose another name, use that name in place of clsFlag below.)

    <LI>Paste the following code in clsFlag (if you have already used the variable name mySentItems, you can substitute something else throughout the following):
    <pre>Public WithEvents mySentItems As Outlook.Items

    Private Sub mySentItems_ItemAdd(ByVal Item As Object)
    ' This event handler is triggered every time a message is added to Sent Items
    With Item
    .Display 'Open and display the sent message
    If MsgBox("Flag message for follow up?", vbYesNo + vbQuestion) = vbYes Then
    .FlagStatus = olFlagMarked ' Add a flag
    .FlagDueBy = DateAdd("d", 3, Now) ' Set for 72 hours from now
    .FlagRequest = "Check up on this one" 'Add description of flag
    .Save 'Save the changes
    End If
    .Close olDiscard 'Close the displayed message, not saving any unsaved changes
    End With
    End Sub</pre>

    <LI>Open a regular (not a Class) Module or insert a new regular code module (any name you like). Add a variable declaration at the top of the module outside of any Sub or Function:
    <pre>Public evtSentItems As New clsFlag</pre>

    Note: The New is important. You will get a run-time error in the InitSentItemsEvent procedure if you don't use it.

    <LI>Paste the following code in the module:

    <pre>Sub InitSentItemsEvent()
    Set evtSentItems.mySentItems = Application.GetNamespace("MAPI"). _
    GetDefaultFolder(olFolderSentMail).Items
    End Sub</pre>

    <LI>Open ThisOutlookSession (under Microsoft Outlook Objects in the project explorer pane). Look for an event handler that starts with [b]Private

  8. #8
    Super Moderator jscher2000's Avatar
    Join Date
    Feb 2001
    Location
    Silicon Valley, USA
    Posts
    23,112
    Thanks
    5
    Thanked 93 Times in 89 Posts

    Re: Setting flags on outgoing emails (Outlook 2000)

    Good point on Ken Slovak's add-in. My code to flag messages in Sent Items would be useless without it !

  9. #9
    Lounger
    Join Date
    Mar 2002
    Location
    Sunnvyale, California, USA
    Posts
    25
    Thanks
    0
    Thanked 0 Times in 0 Posts

    Re: Setting flags on outgoing emails (Outlook 2000

    Hi,
    Thanks for doing this. It will take me a few days to give it a good try, I will report back what happens.

    Thanks again,
    Eric

Posting Permissions

  • You may not post new threads
  • You may not post replies
  • You may not post attachments
  • You may not edit your posts
  •