Automatically Categorize Meetings once they are accepted

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phantompain

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Outlook version
Outlook 2019 32-bit
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Office 365 Exchange
Hi everyone, I am new to the forum and found it due to Diane being awesome in helping me get a macro setup that maybe others could use as well. If you haven't seen it, she has it HERE

Diane, I had a follow up question(s) for you. If you can help, awesome, but if it isn't something you have time to do no big deal either. I have learned in life that if you don't ask, you don't get.

So the macro you created I think can be super helpful and to likely many people. I have a bit more of a unique scenario that I wanted to see if you thought there was a way to help.

While categorizing an accepted invite to GREEN is my goal, I was wondering if the macro can use exceptions and even specific keywords to which it will apply. Here is my full scenario:

I send a meeting invitation to a hiring manager (I am a recruiter) that will ALWAYS have in the subject one of the following words (F2F or Phone or Skype) and I also send it to a specific room that is available.
The Room will automatically reply almost immediately that it accepts (if it is available for that day and time) and every room either has the word ROOM or MAIN in the name of it and in the email address

So is it possible to only have the macro run IF the invitation has F2F, Phone or Skype in the subject (prefer not to have it categorize for other meeting requests as they are few and far between) and to not categorize it if the "Room" responds with acceptance?

Finally in the macro you did create, will it categorize to the "green" color or am I to specify that somewhere? Also to be clear, I am using Outlook 2019 32-bit.

Thanks again for you help and sorry if I am asking too much.
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Those are some of the scenarios I was going to add, and put it in it's own article. :)

Subject filtering: yes. You can do it in the rule and/or also have an if statement in the code.

Room filtering: you might be able to do it in the rule - if the sender address contains @ - Exchange addresses won't hava the @ sign if the messages didn't leave the exchange server, although you need to test it on your server to verify. You can add an if statement to the macro too.



2750
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Oh, and you'll need to create the color category in your master list - the macro adds the category to the item, but it will be white if the category does not exist.
 

phantompain

Member
Outlook version
Outlook 2019 32-bit
Email Account
Office 365 Exchange
Those are some of the scenarios I was going to add, and put it in it's own article. :)

Subject filtering: yes. You can do it in the rule and/or also have an if statement in the code.

Room filtering: you might be able to do it in the rule - if the sender address contains @ - Exchange addresses won't hava the @ sign if the messages didn't leave the exchange server, although you need to test it on your server to verify. You can add an if statement to the macro too.



View attachment 2750

So unfortunately I appear to not have the "run" rule option. Does that mean I cannot run the macro or is there a work around?
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
BTW, don't forgot to mark my answer in the thread at answers as the answer.
 
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