Forward meeting details to another address

In our article discussing BCCing messages, Michael wanted to BCC all incoming meeting requests and cancellations to another address. You can do this with a run a script rule. The macro at the bottom of the page is an ItemAdd macro and watches for new items to be added to the calendar, forwarding appointment details as well as meeting details to another address.

The Run a script version is built off of the AutoAcceptMeeting request code sample.

To use this macro, open the VBA Editor (Alt+F11) and paste the code into ThisOutlookSession.

Next you will need to create a rule that looks for meeting cancellation or meeting request forms then choose the Run a Script action.

The macro creates and sends a message containing appointment details. The message body will look like the following screenshot and can be edited to add or remove fields.

Sub ForwardMeetingDetails(oRequest As MeetingItem)
 
Dim oAppt As AppointmentItem
Set oAppt = oRequest.GetAssociatedAppointment(True)
  
 
Dim fwdAppt As MailItem
Set fwdAppt = Application.CreateItem(olMailItem)
 strBody = "Organizer: " & oAppt.Organizer & vbCrLf _
 & "Start: " & oAppt.Start & vbCrLf & "End: " & oAppt.End _
 & vbCrLf & "Location: " & oAppt.Location & vbCrLf & "Message: " & oAppt.Body
  
With fwdAppt
 .Recipients.Add "alias@domain.com"
 .Subject = oAppt.Subject
 .Body = strBody
 .Send
End With


End Sub

Forward appointment details when an appointment is added to the calendar

With a few tweaks to the macro above, you can forward all appointments added to your calendar to another address.

This macro watches for new items to be added to the calendar and sends the details in a message.

It's an Application_Startup procedure and runs when Outlook starts. To test it without restarting Outlook, click in the Application_Startup macro and press Run (F5).

This macro needs to be in ThisOutlookSession.

Dim WithEvents newAppt As Items
  
Private Sub Application_Startup()
   Dim NS As Outlook.NameSpace
   Set NS = Application.GetNamespace("MAPI")
   Set newAppt = NS.GetDefaultFolder(olFolderCalendar).Items
   Set NS = Nothing
End Sub
  
Private Sub newAppt_ItemAdd(ByVal Item As Object)

Dim fwdAppt As MailItem
Set fwdAppt = Application.CreateItem(olMailItem)
Dim strBody As String
 strBody = "Organizer: " & Item.Organizer & vbCrLf _
 & "Start: " & Item.Start & vbCrLf & "End: " & Item.End _
 & vbCrLf & "Location: " & Item.Location & vbCrLf & "Message: " & Item.Body
   
With fwdAppt
 .Recipients.Add "maryc@domain.net"
 .Subject = Item.Subject
 .BodyFormat = olFormatPlain
 .Body = strBody

'Use Display to view onscreen and send yourself. Send will send it automatically
' .Display 
 .Send
End With
    
End Sub