How to Auto Remove the Outlook Meeting Reminders If You’re an Optional Attendee

Have you ever received the meetings if you are simply an optional attendee? In face of such meetings, you may wish Outlook to remove their reminders. This post will introduce a method to realize it.

If you are using Outlook in a business environment, you may have used Outlook “Meeting” feature. At times, you may receive the meetings in which you are only an optional recipient, which means that you are not the required and most vital attendee. Hence, you’re unwilling to be reminded of upcoming such meetings. In other words, you hope to auto remove the reminders of such meetings. Now, here we will teach you how to achieve it with Outlook VBA.

Auto Remove the Outlook Meeting Reminders If You're an Optional Attendee

Auto Remove the Meeting Reminders If You’re an Optional Attendee

  1. At the very beginning, start your Outlook application.
  2. Then, tap on “Alt + F11” to access VBA editor.
  3. Next, put the following VBA code in the “ThisOutlookSession” project.
Public WithEvents objIncomingItems As Outlook.Items

Private Sub Application_Startup()
    Set objIncomingItems = Outlook.Application.Session.GetDefaultFolder(olFolderInbox).Items
End Sub

'Occurs when a new item arrives in Inbox
Private Sub objIncomingItems_ItemAdd(ByVal Item As Object)
    Dim objMeetingRequest As Outlook.MeetingItem
    Dim objAttendees As Outlook.Recipients
    Dim objOptionalAttendee As Outlook.Recipient
    Dim strOptionalAttendees As String
    Dim objMeeting As Outlook.AppointmentItem
 
    If TypeOf Item Is MeetingItem Then
       Set objMeetingRequest = Item
       Set objAttendees = objMeetingRequest.Recipients
 
       'Get the email address list of all optional attendees
       For i = objAttendees.Count To 1 Step -1
           If objAttendees.Item(i).Type = olOptional Then
              Set objOptionalAttendee = objAttendees.Item(i)
              strOptionalAttendees = strOptionalAttendees & ";" & objOptionalAttendee.Address
           End If
       Next
  
       'Check if your email address is in Optional attendee list
       'Change "you@example.com" to your own email address
       If InStr(strOptionalAttendees, "you@example.com") > 0 Then
          Set objMeeting = objMeetingRequest.GetAssociatedAppointment(True)
          'Remove reminders
          If objMeeting.ReminderSet = True Then
             objMeeting.ReminderSet = False
             objMeeting.Save
          End If
       End If
    End If
End Sub

VBA Code - Auto Remove the Meeting Reminders If You're an Optional Attendee

  1. After that, move the cursor in the “Application_Startup” subroutine.
  2. Lastly, click “F5” key button to activate this macro.
  3. Since then, every time when you get a meeting in which you are an optional attendee, Outlook will auto remove its reminders.Auto Removed Reminders

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Author Introduction:

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