Outlook doesn’t provide a direct feature for archiving all overdue appointments and tasks rapidly. Thus, in this article, we will tell you how to programmatically achieve it.
By default, to archive items, you can use the two functions in Outlook – “Archive” and “Auto Archive”. However, by either means, if you would like to archive all the overdue appointments and tasks, you have to first find out such items and move them to a specific folder, and lastly archive the whole folder. Without any doubts, it is troublesome. Thus, thereinafter, we’ll share you a much faster way.
Archive All Overdue Appointments and Tasks
- At the very outset, launch your Outlook program.
- Then, in the subsequent Outlook main screen, you need to press “Alt + F11” keys to access VBA editor.
- Next, in the “Microsoft Visual Basic for Applications” window, you ought to open an unused module or simply insert a new one.
- Later, you need to copy the following VBA code into this module.
Dim objArchivePSTFile As Folder Dim objArchiveFolder As Folder Sub Archive_AllOverdueAppointmentsTasks() Dim objSourcePSTFile As Folder Dim objFolder As Folder 'Open the specific Archive Outlook PST file in your Outlook Application.Session.AddStore "C:\Users\Test\Documents\Outlook Files\Archive.pst" Set objArchivePSTFile = Application.Session.folders("Archives") Set objSourcePSTFile = Application.Session.folders("John Smith") For Each objFolder In objSourcePSTFile.folders Call ProcessFolders(objFolder) Next 'Remove the Archive PST file from your Outlook Application.Session.RemoveStore objArchivePSTFile MsgBox "All Overdue Appointments & Tasks Archived!", vbInformation End Sub Sub ProcessFolders(ByVal objCurrentFolder As Folder) Dim obTasks As Items Dim objTask As TaskItem Dim objAppointments As Items Dim objAppointment As AppointmentItem Dim objSubfolder As Folder If objCurrentFolder.DefaultItemType = olTaskItem Then On Error Resume Next Set objArchiveFolder = objArchivePSTFile.folders(objCurrentFolder.Name) If objArchiveFolder Is Nothing Then Set objArchiveFolder = objArchivePSTFile.folders.Add(objCurrentFolder.Name) End If Set objTasks = objCurrentFolder.Items 'Archive overdue tasks For Each objTask In objTasks If objTask.DueDate < Date Then objTask.Move objArchivePSTFile End If Next ElseIf objCurrentFolder.DefaultItemType = olAppoinmentItem Then On Error Resume Next Set objArchiveFolder = objArchivePSTFile.folders(objCurrentFolder.Name) If objArchiveFolder Is Nothing Then Set objArchiveFolder = objArchivePSTFile.folders.Add(objCurrentFolder.Name) End If Set objAppointments = objCurrentFolder.Items 'Archive overdue appointments For Each objAppointment In objAppointments If (objAppointment.Start < Date) And (objAppointment.End < Date) Then objAppointment.Move objArchivePSTFile End If Next End If 'Process all subfolders recursively If objCurrentFolder.folders.count > 0 Then For Each objSubfolder In objCurrentFolder.folders Call ProcessFolders(objSubfolder) Next End If End Sub
- After that, you need to insure whether macros are enabled in your Outlook.
- Exit the current window.
- Then go to “File” > “Options” > “Trust Center” > “Trust Center Settings” > “Macro Settings”.
- Next select “Enable all macros” option and press “OK”.
- Finally you can try this new macro.
- First, go back to the macro window.
- Then click the “Run” icon in toolbar or simply press F5 key button.
- After the macro finishes, you will see that all the overdue appointments and tasks have been archived.
Outlook Is Prone to Error & Corruption
Although Outlook comes loaded with numerous proficient capabilities, it cannot keep far away from errors and corruption. Thus, as an Outlook regular user, you’d better make some precautions, like creating consistent PST backups to safeguard your Outlook data. Moreover, you have to prepare an experienced repair tool, say DataNumen Outlook Repair. It can come in handy in the case where the backups cannot be recovered and inbox repair tool fails.
Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including recover Sql Server and outlook repair software products. For more information visit www.datanumen.com