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Working with VBA and non-default Outlook Folders

Slipstick Systems

› Developer › Working with VBA and non-default Outlook Folders

Last reviewed on December 4, 2018     337 Comments

May 9, 2012 by Diane Poremsky 337 Comments

This code sample uses a default Outlook folder:

Sub Whatever()
  Dim Ns As Outlook.NameSpace

  Set Ns = Application.GetNamespace("MAPI")

'use the default folder  
Set Items = Ns.GetDefaultFolder(olFolderCalendar).Items

'do whatever

End Sub

To use a folder at the same level as the Default folders (such as Calendar, Inbox etc), use this in place of Set Items = Ns.GetDefaultFolder(olFolderCalendar).Items, where SharedCal is the folder name:

Set Items = Session.GetDefaultFolder(olFolderCalendar).Parent._
     Folders("SharedCal").Items

When the folder is a subfolder under the default Calendar folder, use this instead:

Set Items = Session.GetDefaultFolder(olFolderCalendar)._
  Folders("SharedCal").Items

To use the currently selected folder, you'll need to use:

Set Items = Application.ActiveExplorer.CurrentFolder.Items

Use a folder in another pst or mailbox

To use a specific folder in another data file in the profile, you need to use a function. Call the function in your macro in this manner, where GetFolderPath is the function name:

Set Items = GetFolderPath("New PST\Test Cal").Items

Folder paths

After adding the function to ThisOutlookSession:

Function GetFolderPath(ByVal FolderPath As String) As Outlook.Folder
    Dim oFolder As Outlook.Folder
    Dim FoldersArray As Variant
    Dim i As Integer
        
    On Error GoTo GetFolderPath_Error
    If Left(FolderPath, 2) = "\\" Then
        FolderPath = Right(FolderPath, Len(FolderPath) - 2)
    End If
    'Convert folderpath to array
    FoldersArray = Split(FolderPath, "\")
    Set oFolder = Application.Session.Folders.item(FoldersArray(0))
    If Not oFolder Is Nothing Then
        For i = 1 To UBound(FoldersArray, 1)
            Dim SubFolders As Outlook.Folders
            Set SubFolders = oFolder.Folders
            Set oFolder = SubFolders.item(FoldersArray(i))
            If oFolder Is Nothing Then
                Set GetFolderPath = Nothing
            End If
        Next
    End If
    'Return the oFolder
    Set GetFolderPath = oFolder
    Exit Function
        
GetFolderPath_Error:
    Set GetFolderPath = Nothing
    Exit Function
End Function

Use a shared folder (Exchange mailbox)

To access a shared folder in another user's Exchange server mailbox, you need to use GetSharedDefaultFolder to reference the mailbox, after resolving the address to the folder. If the shared folder was opened from a sharing invitation (or Open Other User's folder command), you may need to use the method in the next section.

You can use the mailbox owner's display name, alias, or email address when resolving the recipient.

  Dim NS As Outlook.NameSpace
  Dim objOwner As Outlook.Recipient
   
  Set NS = Application.GetNamespace("MAPI")
  Set objOwner = NS.CreateRecipient("maryc")
    objOwner.Resolve
       
 If objOwner.Resolved Then
   'MsgBox objOwner.Name
 Set newCalFolder = NS.GetSharedDefaultFolder(objOwner, olFolderCalendar)
 End If

To add an item to a folder in a shared mailbox, use Items.add:

Set objAppt = newCalFolder.Items.Add(olAppointmentItem)

Default Folder Names

The following are the default folder names to use when referencing Outlook's default folders.

Name Value Description
olFolderCalendar 9 Calendar folder
olFolderContacts 10 Contacts folder
olFolderDeletedItems 3 Deleted Items folder
olFolderDrafts 16 Drafts folder
olFolderInbox 6 Inbox folder
olFolderJournal 11 Journal folder
olFolderJunk 23 Junk E-Mail folder
olFolderNotes 12 Notes folder
olFolderOutbox 4 Outbox folder
olFolderSentMail 5 Sent Mail folder
olFolderSuggestedContacts 30 Suggested Contacts folder
olFolderTasks 13 Tasks folder
olFolderToDo 28 To Do folder
olPublicFoldersAllPublicFolders 18 All Public Folders folder in Exchange Public Folders store (Exchange only)
olFolderRssFeeds 25 RSS Feeds folder

Access a Folder Opened from a Sharing Invitation

In order to access a folder received from a folder Invitation (or using Open Other User's folder command), you need find the folder on the navigation pane. This will work with default folders opened using Open Other User's Folder command or any folder shared from a sharing invitation.
Add the folder to your profile using the Open this folder button

    Dim objPane As Outlook.NavigationPane
    Dim objModule As Outlook.CalendarModule
    
    Set objPane = Application.ActiveExplorer.NavigationPane
    Set objModule = objPane.Modules.GetNavigationModule(olModuleCalendar)
    
    With objModule.NavigationGroups
    
        For g = 1 To .Count
        Set objGroup = .Item(g)
    
            For i = 1 To objGroup.NavigationFolders.Count
            Set objNavFolder = objGroup.NavigationFolders.Item(i)
    
' need to use the calendar name as displayed in calendar list
            If objNavFolder = "Philip Poremsky - Test" Then
             Set CalFolder = objNavFolder.Folder
            End If
            Next
        Next
    End With

More Information

OlDefaultFolders Enumeration (Outlook)

Discuss in our community
Working with VBA and non-default Outlook Folders was last modified: December 4th, 2018 by Diane Poremsky

Related Posts:

  • Move Appointments to an Archive Calendar
  • VBA: Copy New Appointments to Another Calendar
  • Use a Macro to Assign Messages in a Shared Mailbox
  • Save New Contacts to iCloud Contacts

About Diane Poremsky

A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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Mayank
Mayank

Hey Diane. I am facing a major issue with my outlook 2013. I have 3-4 shared mailbox calendars. I have also added a SharePoint 2013 calendar using "Connect to Outlook" functionality. However, I have noticed that whenever I try and create any event in the shared mailbox calendars, the SharePoint calendar automatically disappears. This happens when I double click on any date of the shared mailbox calendars or if I select a date and click on "New Appointment/Meeting" in shared mailbox calendars. Also, I have to close my Outlook and have to perform "Connect to outlook" each time from the SharePoint site whenever this happens. Do you have any solution to this? I have been stuck with this issue since last month with no possible solution. Thanks for your help.

PS: This is happening only when we try and create events in shared mailbox calendar. Tried the same for multiple users and all are facing the same issue i.e the SharePoint calendar suddenly disappears.

Vote Up00Vote Down Reply
June 5, 2018 7:19 am
Diane Poremsky
Diane Poremsky

That is a new issue to me - sounds like an update added a bug. I'll see if i can repro it.

Vote Up10Vote Down Reply
June 7, 2018 12:40 am
Mayank
Mayank

Thank you for reverting Diane. Please let me know if you happen to find a solution for this issue.

Vote Up00Vote Down Reply
June 8, 2018 7:30 am
Mayank
Mayank

Hey Diane. Did you get a chance to look into this issue? Thanks for your help.

Vote Up00Vote Down Reply
July 22, 2018 1:48 pm
Diane Poremsky
Diane Poremsky

No, not yet. Will try to take a look at it tomorrow.

Vote Up00Vote Down Reply
July 23, 2018 11:37 pm
Enrique
Enrique

Hi Diane,
Thanks for this work but I can not make it work, Sorry but i have no experience with macros and I do not know what to put in Sub

I try for example:
Sub Application_ItemSend()

But always receibe a error from the Sub line

I use O2016

With this macro i want to move the sent folder from "bandeja de enviados" to "Sent" because my imap server don't suport XLIST

Thanks!

Vote Up00Vote Down Reply
May 25, 2018 9:11 am
Diane Poremsky
Diane Poremsky

what is the full macro you are trying to use? Which line errors?

Vote Up00Vote Down Reply
May 25, 2018 10:42 am
Enrique
Enrique

Hi Again,

I have 2 acounts and i want that default sent for one of them change to "sent" folder instead "documentos enviados"

If a put: Session.GetDefaultFolder(olFolderSentMail).Parent._Folders("Sent").Items
I have an compilation error: Character unknow.
Whitout "_" is ok, but when execute i have another error: 424
an object is required
I think that is for de "If" that i add but without lines "if.." and "End If" continue without work with error: -2147221233 (8004010f):
an object was not found

All is not KO, i'm a disaster :/
My current full code that i'm triying:

Private Sub Application_Startup()
If Item.SendUsingAccount = "acount@domain.com" Then
Dim Ns As Outlook.NameSpace

Set Ns = Application.GetNamespace("MAPI")

'use the default folder
Set Items = Session.GetDefaultFolder(olFolderSentMail).Parent.Folders("Sent").Items

'do whatever
End If
End Sub

Thansk a lot

Vote Up00Vote Down Reply
May 28, 2018 3:08 am
Diane Poremsky
Diane Poremsky

>> Session.GetDefaultFolder(olFolderSentMail).Parent._Folders("Sent").Items
The _ does not belong... is there a folder named Sent at the same level as the Sent Items folder? Try using Session.GetDefaultFolder(olFolderSentMail).Items - that tells outlook to look at the default sent folder.
If that fails use olFolderInbox instead of olFolderSentMail - Session.GetDefaultFolder(olFolderInbox).Parent.Folders("Sent").Items

Vote Up00Vote Down Reply
June 3, 2018 12:36 am
Enrique
Enrique

One more thing:

I started doing a rule like this:

Choosing the Folder to Save a Sent Message In

It worked, but the mail copied is not the same that the original, i think that it have a flag that say that is a copy and this mail is not sincronice, all the folder is synchronized, all mails in this folder are synchronized less the mail copied whit this rule.

when I realized I could not believe it, and i can't change it, I have tried everything that has occurred and nothing, the copie not sincronice.

Vote Up00Vote Down Reply
May 28, 2018 3:27 am
Diane Poremsky
Diane Poremsky

Are you using an IMAP account? I've seen this behavior with some imap accounts.

Vote Up00Vote Down Reply
June 3, 2018 12:30 am
Enrique
Enrique

hello,
Today i do two replys to Diane but i can see them now,
I don`t understand ¿they are eliminated by moderator?, ¿why?

Vote Up00Vote Down Reply
May 28, 2018 4:22 am
Diane Poremsky
Diane Poremsky

They are here - messages are kept in moderation until i have time to answer them (it makes it easier to find the messages) and I'm a few days behind in answering messages here. :(

Vote Up00Vote Down Reply
June 3, 2018 12:29 am
Nikitha
Nikitha

Hey Diane. Is there a way to copy all the existing events from one calendar to another?

Vote Up00Vote Down Reply
May 23, 2018 2:06 pm
Diane Poremsky
Diane Poremsky

Using VBA or just manually? Yes to both.

If you are doing it manually, use a list view. https://www.slipstick.com/tutorial/merging-two-calendar-folders/

I have a macro here - https://www.slipstick.com/developer/copy-new-appointments-to-another-calendar-using-vba/ that could easily be changed to copy all events.

Vote Up00Vote Down Reply
May 24, 2018 12:33 am
Clayton C Smith
Clayton C Smith

How would I use VBA to give specific permission to those the calendar is share with?

Vote Up00Vote Down Reply
May 11, 2018 7:17 am
Diane Poremsky
Diane Poremsky

you'll need to use Redemption to set it using VBA. http://www.dimastr.com/redemption/RDOACL.htm

Vote Up00Vote Down Reply
May 11, 2018 10:46 pm
Mayank
Mayank

Hi Diana. Can you please assist me in copying events from a calendar other than the default calendar? Currently, I have the code working for copying events from my default calendar. Thanks for all your help

Vote Up00Vote Down Reply
May 11, 2018 4:02 am
Diane Poremsky
Diane Poremsky

Where is the folder? If its a subfolder of the default, use
Session.GetDefaultFolder(olFolderCalendar).Folders("SharedCal")
If its at the same level as the default folder, use
Session.GetDefaultFolder(olFolderCalendar).parent.Folders("SharedCal")

Vote Up10Vote Down Reply
May 11, 2018 11:15 pm
Mayank
Mayank

The folder that I want to copy the items from is a calendar that has been shared by a user. How do I modify my code so that I can copy events from this calendar? Also, will the delete functionality work if I use this calendar instead of my default calendar. Thank you for helping me out

Vote Up00Vote Down Reply
May 13, 2018 4:18 am
Diane Poremsky
Diane Poremsky

You'll need to use the code to resolve the user. Depending on permissions, the deleted event might be in your calendar or the calendar owner's folder. If its in the owner's folder, you can watch that folder provided it was shared with you and is open in your profile.

Working with VBA and non-default Outlook Folders

Set newCalFolder = NS.GetSharedDefaultFolder(objOwner, olFolderCalendar)
Set deletedFolder = NS.GetSharedDefaultFolder(objOwner, olFolderDeletedItems)

Vote Up10Vote Down Reply
May 13, 2018 11:47 pm
Mayank
Mayank

Also, I tried using another calendar to copy from instead of my default outlook calendar. I was able to copy the new appointments/edit appointments but when I deleted the items from the calendar from which I copied these items, the copied events in the new calendar were not getting deleted. I checked my deleted items folder and found that only the deleted items from my default outlook calendar were appearing there and the deleted items from any other calendar are not appearing in that folder. Is there a way I can make the delete functionality work?

Vote Up00Vote Down Reply
May 13, 2018 4:40 am
Diane Poremsky
Diane Poremsky

Where is the calendar - in a shared mailbox, or a different mailbox? You'd have to watch the correct deleted items folder.

Vote Up00Vote Down Reply
May 13, 2018 11:14 pm
Mayank
Mayank

Thank you so much Diane. It worked when I passed the calendar name to Set newCalFolder = NS.GetSharedDefaultFolder(objOwner, olFolderCalendar). Also, is it possible to move the deleted events from a SharePoint calendar to the Deleted Items folder?

Vote Up00Vote Down Reply
May 14, 2018 9:37 am
Diane Poremsky
Diane Poremsky

don't the SharePoint events go into your own deleted items folder? if you mean, you need to watch to folders, you can - you need to add a new folder to watch and duplicate the code that deletes.

Vote Up00Vote Down Reply
May 14, 2018 10:01 am
Richard
Richard

Hi Diana I'm working on a script to automatically create calendar appointments based on the subject line in an email which I have working great for my default calendar. The subject line format is as follows: "new appointment, appointment subject, location, start date & time 1/1/2016 4 PM, duration in minutes" I have multiple different calendars and one of the strings in the subject line will determine which calendar the appointment will be saved to. The calendar name will be in "apptArray(2)" For example, one of the calendars is called "Conf 1" so my email subject line would be: "new appointment, Richard, Conf 1, 30/04/18 12:30 p, 60" How would I modify this code below to choose which calendar I want the appointment to be created in? I would really appreciate your assistance? ---------------------------------------------------------------------------------- Dim WithEvents olInbox As Items Private Sub Application_Startup() Dim ns As Outlook.NameSpace Set ns = Application.GetNamespace("MAPI") Set olInbox = ns.GetDefaultFolder(olFolderInbox).Items Set ns = Nothing End Sub Private Sub olInbox_ItemAdd(ByVal Item As Object) ' subject is arranged like this: ' new appointment, appointment subject, location, start date & time 1/1/2016 4 PM, duration in minutes ' do not use commas except as separators If InStr(1, LCase(Item.Subject), "new… Read more »

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April 29, 2018 10:19 pm
Diane Poremsky
Diane Poremsky

>> Set objAppt = Application.CreateItem(olAppointmentItem)
uses the default folder.

You need to set the folder - which will easiest if the folders are all within the same mailbox at the same level (or all are the Calendar in shared mailboxes). For example, all are subfolders of the default calendar.
Set CalFolder = olNs.GetDefaultFolder(olFolderCalendar)
arrCal = apptArray(2)
Set subFolder = CalFolder.Folders(arrCal)
Set objAppt = subFolder.Items.Add(olAppointmentItem)

Vote Up00Vote Down Reply
April 29, 2018 10:51 pm
Richard
Richard

Thanks for your help! I'm a rookie at this so I'm struggling a bit with the syntax

Set CalFolder = olNs.GetDefaultFolder(olFolderCalendar)

I keep getting the same error on the above line:
Run-Time Error '424': Object Required

Also, all my calendars are on the same level as my default calendar, they are all under the root directory, how would that change the syntax of the code you recommended?

Vote Up00Vote Down Reply
April 30, 2018 1:26 am
Diane Poremsky
Diane Poremsky

This would get a folder at the same level as the default calendar"
olNs.GetDefaultFolder(olFolderCalendar).Parent.Folders("Conf1")

I'll need to see the full code to know why the error - best guess in the namespace object, olns, isn't set.

Vote Up00Vote Down Reply
May 11, 2018 11:22 pm
Amy
Amy

Hi Diana,

Thanks for the tutorial.

I am working on a utility where in I need to access a shared calendar of other person and update its appointments. The person has shared the calendar with me with "Owner" access right and also I can see the calendar under my "Shared Calendars". However, when I access or display the calendar I get an error- "Cannot display the folder. Microsoft Outlook cannot access the specified folder location."

Below is my code. Appreciate any help!!

Set Application = GetObject(, "Outlook.Application")

If Application Is Nothing Then Set olApp = CreateObject("Outlook.Application")

Set myNamespace = Application.GetNamespace("MAPI")

Set myRecipient = myNamespace.CreateRecipient("xyz")

myRecipient.Resolve

If myRecipient.Resolved Then

Set CalendarFolder = myNamespace.GetSharedDefaultFolder(myRecipient, olFolderCalendar)

CalendarFolder.Display

Vote Up00Vote Down Reply
March 13, 2018 10:52 am
Diane Poremsky
Diane Poremsky

do you get that message all the time when you try viewing it or only when you use the macro? It's a weird error for the situation - it typically means something is wrong with the ost. Renaming the ost should fix the error.

Vote Up00Vote Down Reply
March 14, 2018 11:20 pm
guest
guest

Hi , thanks for tutorial.
can you share how to include all folders inside a default mailbox. I have folders inside inbox and subfolders inside folders.
Does the below code include all items under sharedmailbox folder inbox

Session.GetsharedFolder(olinbox)._
  Folders("folder1").folders("folder2").folders("folder_under_folder2")

Vote Up00Vote Down Reply
February 24, 2018 7:46 am
Diane Poremsky
Diane Poremsky

that would only work on the folder named "folder_under_folder2". If you need to work with each subfolder, you need to "walk" the folders, using code like this: http://www.vboffice.net/en/developers/looping-recursively-through-folders-and-subfolders

Vote Up00Vote Down Reply
February 24, 2018 9:16 pm

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