I’m often asked how to be reminded if a message does not arrive within a specified time. This a popular request by administrators and others who receive routine status messages. When a status message doesn't arrive, it can mean there is a problem.
Is it possible to set a reminder, or email myself automatically, if a particular email does not arrive by a certain time every hour?
Yes, you can do this using a run a script rule. Outlook doesn't have a timer, so you'll need to use reminders to trigger the check. When a message arrives, a reminder is set for one hour and the reminder and flag are removed from the older message(s). If you prefer, you can delete the older message instead.
While this code sample only triggers a reminder, you can use the method described at Send an email when an Appointment reminder fires to send an email when the reminder fires.
To use, add this code to a new module in Outlook's VBA Editor and create a run a script rule.
Sub RemindNewMessages(Item As Outlook.MailItem) Dim objInbox As Outlook.MAPIFolder Dim intCount As Integer Dim objVariant As Variant Set objInbox = Session.GetDefaultFolder(olFolderInbox) ' Set the flag/reminder on newly arrived message With Item .MarkAsTask olMarkThisWeek .TaskDueDate = Now + 1 .ReminderSet = True ' Reminder in one hour .ReminderTime = Now + 0.041 .Categories = "Remind in 1 Hour" .Save End With Item.Save ' look for existing messages and remove the flag and reminder For intCount = objInbox.Items.Count To 1 Step -1 Set objVariant = objInbox.Items.Item(intCount) If objVariant.MessageClass = "IPM.Note" Then If LCase(objVariant.Subject) = LCase(Item.Subject) And objVariant.SentOn < Item.SentOn Then ' clear flag and category With objVariant .ClearTaskFlag .Categories = "" .Save End With 'or just delete the older messages ' objVariant.Delete Else End If End If Next Set objInbox = Nothing End Sub
Use an ItemAdd macro to watch a shared mailbox
This version of the macro uses an ItemAdd macro to watch the inbox in a shared mailbox. The shared mailbox needs to be in your profile for this to work.
It checks every message that arrives, you'll need to use an If statement if you want to check only certain messages.
Option Explicit Private objNS As Outlook.NameSpace Private WithEvents objNewMailItems As Outlook.Items Private objInbox As Outlook.MAPIFolder Private Sub Application_Startup() Dim objOwner As Outlook.Recipient Set objNS = Application.GetNamespace("MAPI") Set objOwner = objNS.CreateRecipient("chris") objOwner.Resolve If objOwner.Resolved Then Set objInbox = objNS.GetSharedDefaultFolder(objOwner, olFolderInbox) End If Set objNewMailItems = objInbox.Items End Sub Sub objNewMailItems_ItemAdd(ByVal Item As Object) Dim intCount As Integer Dim objVariant As Variant ' Set the flag/reminder on newly arrived message With Item .MarkAsTask olMarkThisWeek ' .TaskDueDate = Now + 1 .ReminderSet = True ' Reminder in one hour .ReminderTime = Now + 0.041 .Categories = "Remind in 1 Hour" .Save End With Item.Save ' look for existing messages and remove the flag and reminder For intCount = objInbox.Items.Count To 1 Step -1 Set objVariant = objInbox.Items.Item(intCount) If objVariant.MessageClass = "IPM.Note" Then If LCase(objVariant.Subject) = LCase(Item.Subject) And objVariant.SentOn < Item.SentOn Then ' clear flag and category With objVariant .ClearTaskFlag .Categories = "" .Save End With 'or just delete the older messages ' objVariant.Delete Else End If End If Next End Sub
How to use macros
First: You will need macro security set to low during testing.
To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.
After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.
Open the VBA Editor by pressing Alt+F11 on your keyboard.
To put the code in a module:
- Right click on Project1 and choose Insert > Module
- Copy and paste the macro into the new module.
More information as well as screenshots are at How to use the VBA Editor
More Run a Script Samples:
- Autoaccept a Meeting Request using Rules
- Automatically Add a Category to Accepted Meetings
- Blocking Mail From New Top-Level Domains
- Convert RTF Messages to Plain Text Format
- Create a rule to delete mail after a number of days
- Create a Task from an Email using a Rule
- Create an Outlook Appointment from a Message
- Create Appointment From Email Automatically
- Delegates, Meeting Requests, and Rules
- Delete attachments from messages
- Forward meeting details to another address
- How to Change the Font used for Outlook's RSS Feeds
- How to Process Mail After Business Hours
- Keep Canceled Meetings on Outlook's Calendar
- Macro to Print Outlook email attachments as they arrive
- Move messages CC'd to an address
- Open All Hyperlinks in an Outlook Email Message
- Outlook AutoReplies: One Script, Many Responses
- Outlook's Rules and Alerts: Run a Script
- Process messages received on a day of the week
- Read Outlook Messages using Plain Text
- Receive a Reminder When a Message Doesn't Arrive?
- Run a script rule: Autoreply using a template
- Run a script rule: Reply to a message
- Run a Script Rule: Send a New Message when a Message Arrives
- Run Rules Now using a Macro
- Run-a-Script Rules Missing in Outlook
- Save all incoming messages to the hard drive
- Save and Rename Outlook Email Attachments
- Save Attachments to the Hard Drive
- Save Outlook Email as a PDF
- Sort messages by Sender domain
- Talking Reminders
- To create a rule with wildcards
- Use a Macro to Copy Data in an Email to Excel
- Use a Rule to delete older messages as new ones arrive
- Use a run a script rule to mark messages read
- Use VBA to move messages with attachments