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Issue. One of the more frequent Outlook questions I see here on EE is "How can I automatically save or print an email and/or its attachments?" There are a number of variations to the basic question. For example, "How can I save attachments to a specific file system folder?" or "How can I print a message and all its attachments to a specific printer?" or "How can I print a specific type of attachment?" or "My organization places a strict limit on mailbox size. How can I save attachments to the file system and insert a link to them in the original message thereby saving space in my mailbox?".Background. Outlook’s rules wizard does include the "print it" action which will print the message, but will not print the attachments. If you manually print an item, then you can elect to print the attachments too, but only to the default printer. The rules wizard does not include an action for saving a message or attachment to the file system, nor saving and replacing attachments with hyperlinks to them. Solution. The solution is to use a bit of scripting, a macro, and a rule to perform the desired actions. The rule is triggered when an item meeting a given condition arrives. The rule calls the macro which performs the actual work. Until now I’ve handled each question requesting one of these capabilities individually. That is, I wrote a custom macro to address each author’s specific needs. If the author wanted to print a given attachment, then I produced a macro that would do just that. If instead they wanted to save and remove attachments replacing them with hyperlinks in the message itself, then I wrote a macro for that alone. Recently I saw another of these questions and decided it was time to put together a macro that would handle almost any of these situations. This macro has the ability to perform any combination of the following actions: a. Print the message. b. Print the message to a specific printer. c. Save the message to a specific folder in the file system. d. Save the message in a specific format. e. Print all attachments. f. Print only certain types of attachments (e.g. all .doc, .wks, .pdf). g. Print attachments to a specific printer. h. Save attachments to a specific folder in the file system. i. Remove (save and delete) attachments replacing each with a hyperlink to the saved attachment. The hyperlinks are inserted at the bottom of the message.Requirements. Microsoft Outlook. The macro should work with any version of Outlook from 2000 on, but I’ve only tested it with 2007. The instructions assume that you are using Outlook 2007.Instructions. Follow these instructions to use this solution.
Add the Macro to Outlook
a. Start Outlook. b. Click Tools > Macro > Visual Basic Editor. c. If not already expanded, expand Microsoft Office Outlook Objects. d. If not already expanded, expand Modules. e. Select an existing module (e.g. Module1) by double-clicking on it or create a new module by right-clicking Modules and selecting Insert > Module. f. Copy the code below and paste it into the right-hand pane of Outlook's VB Editor window. g. Edit the code as needed. I included comments wherever something needs to or can change. h. Click the diskette icon on the toolbar to save the changes.
Public Declare Function GetProfileString Lib "kernel32" Alias "GetProfileStringA" _
(ByVal lpAppName As String, ByVal lpKeyName As String, _
ByVal lpDefault As String, ByVal lpReturnedString As String, _
ByVal nSize As Long) As Long
Private Declare Function ShellExecute Lib "shell32.dll" _
Alias "ShellExecuteA" (ByVal hwnd As Long, ByVal lpOperation As String, _
ByVal lpFile As String, ByVal lpParameters As String, _
ByVal lpDirectory As String, ByVal nShowCmd As Long) As Long
Sub MessageAndAttachmentProcessor(Item As Outlook.MailItem, _
Optional bolPrintMsg As Boolean, _
Optional bolSaveMsg As Boolean, _
Optional bolPrintAtt As Boolean, _
Optional bolSaveAtt As Boolean, _
Optional bolInsertLink As Boolean, _
Optional strAttFileTypes As String, _
Optional strFolderPath As String, _
Optional varMsgFormat As OlSaveAsType, _
Optional strPrinter As String)
Dim olkAttachment As Outlook.Attachment, _
objFSO As FileSystemObject, _
strMyPath As String, _
strExtension As String, _
strFileName As String, _
strOriginalPrinter As String, _
strLinkText As String, _
strRootFolder As String, _
strTempFolder As String, _
varFileType As Variant, _
intCount As Integer, _
intIndex As Integer, _
arrFileTypes As Variant
Set objFSO = CreateObject("Scripting.FileSystemObject")
strTempFolder = Environ("TEMP") & "\"
If strAttFileTypes = "" Then
arrFileTypes = Array("*")
Else
arrFileTypes = Split(strAttFileTypes, ",")
End If
If bolPrintMsg Or bolPrintAtt Then
If strPrinter <> "" Then
strOriginalPrinter = GetDefaultPrinter()
SetDefaultPrinter strPrinter
End If
End If
If bolSaveMsg Or bolSaveAtt Then
If strFolderPath = "" Then
strRootFolder = Environ("USERPROFILE") & "\My Documents\"
Else
strRootFolder = strFolderPath & IIf(Right(strFolderPath, 1) = "\", "", "\")
End If
End If
If bolSaveMsg Then
Select Case varMsgFormat
Case olHTML
strExtension = ".html"
Case olMSG
strExtension = ".msg"
Case olRTF
strExtension = ".rtf"
Case olDoc
strExtension = ".doc"
Case olTXT
strExtension = ".txt"
Case Else
strExtension = ".msg"
End Select
Item.SaveAs strRootFolder & RemoveIllegalCharacters(Item.Subject) & strExtension, varMsgFormat
End If
For intIndex = Item.Attachments.count To 1 Step -1
Set olkAttachment = Item.Attachments.Item(intIndex)
'Print the attachments if requested'
If bolPrintAtt Then
If olkAttachment.Type <> olEmbeddeditem Then
For Each strFileType In arrFileTypes
If (strFileType = "*") Or (LCase(objFSO.GetExtensionName(olkAttachment.FileName)) = LCase(strFileType)) Then
olkAttachment.SaveAsFile strTempFolder & olkAttachment.FileName
ShellExecute 0&, "print", strTempFolder & olkAttachment.FileName, 0&, 0&, 0&
End If
Next
End If
End If
'Save the attachments if requested'
If bolSaveAtt Then
strFileName = olkAttachment.FileName
intCount = 0
Do While True
strMyPath = strRootFolder & strFileName
If objFSO.FileExists(strMyPath) Then
intCount = intCount + 1
strFileName = "Copy (" & intCount & ") of " & olkAttachment.FileName
Else
Exit Do
End If
Loop
olkAttachment.SaveAsFile strMyPath
If bolInsertLink Then
If Item.BodyFormat = olFormatHTML Then
strLinkText = strLinkText & "<a href=""file://" & strMyPath & """>" & olkAttachment.FileName & "</a><br>"
Else
strLinkText = strLinkText & strMyPath & vbCrLf
End If
olkAttachment.Delete
End If
End If
Next
If bolPrintMsg Then
Item.PrintOut
End If
If bolPrintMsg Or bolPrintAtt Then
If strOriginalPrinter <> "" Then
SetDefaultPrinter strOriginalPrinter
End If
End If
If bolInsertLink Then
If Item.BodyFormat = olFormatHTML Then
Item.HTMLBody = Item.HTMLBody & "<br><br>Removed Attachments<br><br>" & strLinkText
Else
Item.Body = Item.Body & vbCrLf & vbCrLf & "Removed Attachments" & vbCrLf & vbCrLf & strLinkText
End If
Item.Save
End If
Set objFSO = Nothing
Set olkAttachment = Nothing
End Sub
Function GetDefaultPrinter() As String
Dim strPrinter As String, _
intReturn As Integer
strPrinter = Space(255)
intReturn = GetProfileString("Windows", ByVal "device", "", strPrinter, Len(strPrinter))
If intReturn Then
strPrinter = UCase(Left(strPrinter, InStr(strPrinter, ",") - 1))
End If
GetDefaultPrinter = strPrinter
End Function
Function RemoveIllegalCharacters(strValue As String) As String
' Purpose: Remove characters that cannot be in a filename from a string.'
' Written: 4/24/2009'
' Author: BlueDevilFan'
' Outlook: All versions'
RemoveIllegalCharacters = strValue
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, "<", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, ">", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, ":", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, Chr(34), "'")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, "/", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, "\", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, "|", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, "?", "")
RemoveIllegalCharacters = Replace(RemoveIllegalCharacters, "*", "")
End Function
Sub SetDefaultPrinter(strPrinterName As String)
Dim objNet As Object
Set objNet = CreateObject("Wscript.Network")
objNet.SetDefaultPrinter strPrinterName
Set objNet = Nothing
End Sub
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Select allOpen in new window
2
Create a Subroutine That Calls the Macro
We can’t call the macro directly from a rule since the macro requires parameters to tell it what actions to take and we can’t pass those parameters from a rule. Instead you need to create a subroutine of your own that calls the macro and tells it which actions you want it to perform for the given message. You can create as many subroutines as you need. Typically you’ll have one subroutine for each set of actions you want to perform. For example, assume that you receive messages pertaining to a project you’re working on, we’ll call it Project X, and you receive a daily message from accounting that includes a rather large spreadsheet attachment. You want to automatically print and save theProject X messages, while for the accounting messages you want to remove the attached spreadsheet and replace it with a hyperlink. Since the actions are required are different you’d need to create a subroutine for each. You can create your subroutine(s) in the same module with the other macro code or you can place it in another module. The decision is yours. To create a subroutine: a. Start Outlook. b. Click Tools > Macro > Visual Basic Editor. c. If not already expanded, expand Microsoft Office Outlook Objects. d. If not already expanded, expand Modules. e. Select an existing module (e.g. Module1) by double-clicking on it or create a new module by right-clicking Modules and selecting Insert > Module. f. Copy the code below and paste it into the right-hand pane of Outlook's VB Editor window. g. Edit the code. At a minimum you must give the subroutine a unique name and you must set the parameters. h. Click the diskette icon on the toolbar to save the changes.Parameters.The macro takes a maximum of nine parameters. In the code below these are represented as P1 through P9. The parameters are positional (i.e. they must appear in the sequence given).P1. Print the message.Tells the macro to print the email. Valid values are True or False.P2. Save the message.Tells the macro to save the email to the file system. Valid values are True or False.P3. Print the attachments.Tells the macro to print the attachments. Valid values are True or False.P4. Save the attachments.Tells the macro to save the attachments. Valid values are True or False.P5. Remove attachments.Tells the macro to remove the attachments and insert hyperlinks to them at the bottom of the message. Valid values are True or False.P6. Attachment types.Tells the macro what attachment types to save/print. The macro will only process attachments that match the file types. This parameter is a comma separated list of file extensions. For example, to only process Word documents (both 2007 and earlier) you’d set this parameter to "doc,docx".P7. Target file system folder.This tells the macro which file system folder to save the message and/or attachments to. Valid values are any existing file system folder, including network shares and UNC paths. If you’ve told the macro to save the message and/or attachments and you fail to specify this parameter, then the macro will save the items to your My Documents folder.P8. Message save format.Tells the macro what format to save the message in (assuming that you are saving the message). You will be prompted with a list of valid values when you enter this parameter.P9. Printer name.Tells the macro what printer to print the message and/or attachments to. This allows you to print to any printer, not just the default printer. Valid values include the name of any printer that appears in your list of printers. If you’ve told the macro to print the message and/or attachments and you don’t specify a printer, then the macro will print them to your default printer.All the parameters are optional so you can omit those that you don’t need.
‘Change MySubroutineName to a unique name on the next line’
Sub MySubroutineName(Item As Outlook MailItem)
MessageAndAttachmentProcessor Item, P1, P2, P3, P4, P5, P6, P7, P8, P9
End Sub
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Select allOpen in new window
Examples Of Usage
You want to print all messages to the default printer.MessageAndAttachmentProcessor Item, True
You want to print all messages to a non-default printer named "HP Deskjet 3320".MessageAndAttachmentProcessor Item, True, , , ,,,,,"HP Deskjet 3320"
You want to save all attachments to a folder on your C: drive named "Project X".MessageAndAttachmentProcessor Item,,,,True,,"C:\Project X"
You want to remove all PDF attachments to a folder on your C: drive named "Accounting" and insert a hyperlink to the saved attachment.MessageAndAttachmentProcessor Item,,,,True,True,"pdf","C:\Accounting"
You want to print all Word documents to the default printer.MessageAndAttachmentProcessor Item,,,True,,"doc,docx"
3
Configure Security
a. Click Tools > Trust Center. b. Click Macro Security. c. Set Macro Security to Warnings for all macros. d. Click OK. e. Close Outlook. f. Start Outlook.
4
Create a Rule that Triggers the Subroutine
a. Click Tools > Rules and Alerts. b. Click the New Rule button. c. Under "Start from a blank rule" select Check messages when they arrive. d. Click the Next button. e. Select a condition for the messages you want to process. If you want the macro to run against all messages, then don’t select a condition. Outlook will display a dialog-box warning you that "This rule will be applied to every message you receive. Is this correct?". ClickYes. f. Click the Next button. g. Place a check in the box next to run a script. h. In the lower pane click the underlined a script. Select your subroutine as the script to run. i. Work your way through the rest of the Rules Wizard.
posted by Frank A. Petillo, Sr. at 1:13 PM on Mar 12, 2014
"Automatically Printing/Saving Emails/Attachments in Outlook"
36 Comments -
Or take Print Tools and Attachments Processor from MAPILab (www.mapilab.com)
Вut in contrast to macros they are not free ;)
WBR, Aleksandr
July 4, 2014 at 12:07 PM
Ok, I cannot get this to work, please help, I just want to print all the attachments in an email, not matter the file format. I just get errors every time I try to configure the last bit.
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