This article will teach you how to utilize Outlook VBA to automatically get a count of attendees before sending out a meeting invitation.
Similar to count the recipients before sending out an email, some users also wish to count the attendees before sending a meeting invitation. As usual, this aims to estimate the total cost of the proposed meeting and then decide if to send such a meeting invitation to the attendees. Moreover, since Outlook permits users to set attendees as required or optional, some would like to count attendees in different types. And it couldn’t be better if meeting resources and duration can be included. Though Outlook has no such a direct feature, you still can make use of VBA code to realize it.
Auto Count the Attendees before Sending a Meeting Invitation
- To start with, launch your Outlook program.
- Then in main Outlook window, press “Alt + F11” key shortcuts.
- Next you will enter Outlook VBA editor successfully. Now you need find and open “ThisOutlookSession” project.
- Subsequently, copy and paste the following VBA codes into this project.
Private Sub Application_ItemSend(ByVal Item As Object, Cancel As Boolean) Dim objMeetingInvitation As Outlook.MeetingItem Dim objMeeting As Outlook.AppointmentItem Dim objAttendees As Outlook.Recipients Dim objAttendee As Outlook.recipient Dim lRequiredAttendeeCount, lOptionalAttendeeCount, lResourceCount As Long Dim strMsg As String Dim nPrompt As Integer If TypeOf Item Is MeetingItem Then Set objMeetingInvitation = Item Set objMeeting = objMeetingInvitation.GetAssociatedAppointment(True) Set objAttendees = objMeetingInvitation.Recipients End If lRequiredAttendeeCount = 0 lOptionalAttendeeCount = 0 lResourceCount = 0 'Count the required & optional attendees and resources, etc. For Each objAttendee In objAttendees If objAttendee.Type = olRequired Then lRequiredAttendeeCount = lRequiredAttendeeCount + 1 ElseIf objAttendee.Type = olOptional Then lOptionalAttendeeCount = lOptionalAttendeeCount + 1 ElseIf objAttendee.Type = olResource Then lResourceCount = lResourceCount + 1 End If Next 'Double check the meeting invitation details strMsg = "Meeting Details:" & vbCrLf & vbCrLf & _ "Required Attendees: " & lRequiredAttendeeCount & vbCrLf & _ "Optional Attendees: " & lOptionalAttendeeCount & vbCrLf & _ "Resources: " & lResourceCount & vbCrLf & _ "Duration: " & GetDuration(objMeeting) & vbCrLf & vbCrLf & _ "Are you sure to send this meeting invitation?" nPrompt = MsgBox(strMsg, vbExclamation + vbYesNo, "Double Check Meeting Invitation") If nPrompt = vbYes Then Cancel = False Else Cancel = True End If End Sub Function GetDuration(objCurMeeting As AppointmentItem) As String 'Convert minute to hour If objCurMeeting.Duration > 60 Then GetDuration = Round(objCurMeeting.Duration / 60, 1) & " hours" ElseIf objCurMeeting.Duration = 60 Then GetDuration = Round(objCurMeeting.Duration / 60, 1) & " hour" ElseIf objCurMeeting.Duration < 60 Then GetDuration = objCurMeeting.Duration & " mins" End If End Function
- After that, you need to sign this code.
- Later make sure your Outlook permits the digitally signed macros.
- From now on, every time you click the “Send” button in meeting invitations, you’ll get a message showing the count of attendees, resources and duration, like the following image:
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