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Deleting an Outlook Appointment in VBA

101 New Member
I am trying to delete an outlook appointment based upon the value of variables for Location, Start Date, Start Time & Name (Subject)

I am at a loss as where to start on declarations for Outlook Objects. I found some code on the Web and tried to alter it. Could you please help with the declarations for finding the appointment in Outlook. My rubbish attempt at coding is as follows:-
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  1. Dim olApp As Outlook.Application
  2.   Dim objAppts As Outlook.AppointmentItem
  3.  
  4.   Dim AP_Date As Date
  5.   Dim AP_Start_Time As Date
  6.   Dim AP_Location As String
  7.   Dim AP_Subject As String
  8.  
  9.   Dim OutlookStartTime As Date
  10.   Dim OutlookLocation As String
  11.   Dim OutlookSubject As String
  12.   Dim sFilter As Variant
  13.  
  14.   AP_Date = Module1.oldDate
  15.   AP_Start_Time = Module1.oldStart
  16.   AP_Location = Module1.oldLocation
  17.   AP_Subject = Module1.oldName
  18.  
  19.   OutlookStartTime = CDate(AP_Date & " " & AP_Start_Time)
  20.   OutlookLocation = (AP_Location)
  21.   OutlookSubject = (AP_Subject)
  22.  
  23.   Set olApp = CreateObject("Outlook.Application")
  24.   Set objAppointments = objAppts.DeleteItem(olAppointmentItem)
  25.  
  26.   sFilter = "[Start] = '" & OutlookStartTime & _
  27.     "' And [Location] = '" & OutlookLocation & "' " & _
  28.     " And [Subject] = '" & OutlookSubject & "'"
  29.  
  30.   Set objAppointments = objAppointments.Items.Find(sFilter)
  31.  
  32.   If Not TypeName(objAppointments) = "Nothing" Then
  33.     MsgBox ("Appointment Found")
  34.     'objAppointment.Delete
  35.   End If
  36.  
  37.   Set objAppointments = Nothing
  38.   Set objAppts = Nothing
  39.   Exit Sub
If I can have some help on declaration I could possibly work out the rest.

Many thanks in advance
Oct 28 '11
20 17952
ADezii
8,834 Recognized Expert Expert
Here is some that that I simplified and adapted to your general needs. It will DELETE All Outlook Appointments where the Subject = 'Corporate', the Location = 'HQ', and which occur after 11/15/2011. The Msgbox will then tell you how many Appointments were actually Deleted.
  1. Set a Reference to the Microsoft Outlook X.X Object Library.
  2. Execute the following Code substituting you own Values for Lines 11 to 13.
    Expand|Select|Wrap|Line Numbers
    1. Dim objOutlook As Outlook.Application
    2. Dim objNamespace As Outlook.NameSpace
    3. Dim objFolder As Outlook.MAPIFolder
    4. Dim objAppointment As Outlook.AppointmentItem
    5. Dim lngDeletedAppointements As Long
    6. Dim strSubject As String
    7. Dim strLocation As String
    8. Dim dteStartDate As Date
    9.  
    10. '******************************** Set Criteria for DELETION here ********************************
    11. strSubject = "Corporate"
    12. strLocation = "HQ"
    13. dteStartDate = #11/15/2011#
    14. '************************************************************************************************
    15.  
    16. Set objOutlook = Outlook.Application
    17. Set objNamespace = objOutlook.GetNamespace("MAPI")
    18. Set objFolder = objNamespace.GetDefaultFolder(olFolderCalendar)
    19.  
    20. For Each objAppointment In objFolder.Items
    21.   If objAppointment.Subject = strSubject And objAppointment.Location = strLocation And _
    22.      objAppointment.Start > dteStartDate Then
    23.        objAppointment.Delete
    24.          lngDeletedAppointements = lngDeletedAppointements + 1
    25.   End If
    26. Next
    27.  
    28. MsgBox lngDeletedAppointements & " appointment(s) DELETED.", vbInformation, "DETETE Appointments"
  3. I'm sure that you will now be able to adapt it to your specific needs.
Nov 1 '11 #11
Cyd44
101 New Member
Hi ADezii

Once again, you are a star, this worked fine and did not find an appointment as I did not have one there. I am sure it will delete one once I have added it. Nonetheless your scipt proved spot on. I have been pulling my hair out over this as I could not work out the logic for the decalarations and the finding of an appointment that match.

I have set you as Best answer and thank you so much
Nov 1 '11 #12
ADezii
8,834 Recognized Expert Expert
@Cyd44:
You are quite welcome. I actually pulled some Code off the Internet and modified it, so I do not deserve all the credit here. Glad it all worked out for you.

P.S. - NeoPa put much more time into this Thread than I did, he deserves the majority of the credit.
Nov 1 '11 #13
Cyd44
101 New Member
Oops Adezii, I spoke too soon. The script appears to look in the calendar but does not delete one that I created in line with the variables.
I suspect it something to do with the .Start Outlook variable. I have declared my dteStartDate as StartDate & " " & StartTime. I know that the variable comes back as (say) 04/10/2011 09:00:00 but I think that Outlook may be interpreting this in a different way because I have read somewhere that we need to supress seconds?
Is there a .Variable within Outlook for the Start Time or must we put Date & time together to creat .Start?
Nov 1 '11 #14
ADezii
8,834 Recognized Expert Expert
Expand|Select|Wrap|Line Numbers
  1. 'Extract the Date Component only
  2. AND objApointment.Start = CDate(Format$(dteStartDate, "Short Date"))
Nov 1 '11 #15
Cyd44
101 New Member
Fraid not ADezii,

I am not getting any errors, have also tried taking out all reference to the .Start date and used just Subject & Location but it still comes back with Deleted 0 Appointments. This is crazy isnt it? Here is the code I am using which has been cahnged to the code you kindly gave me (I have made reference to .Start as a comment to see if this was the problem. Result of running the code is 0 Appointments deleted.

I have a calendar Appointment created for Room 9, Cyd and 4/10/2011 for 9;00 - 10:3O and a table appointment for the same room and name for 9AM to 10:30AM. I am trying to amend the booking so the above details are the details captured for the old booking and this appointment is to be deleted from outlook. It doesnt delet it however. With no error it is diffilcult to know what is wrong.

Expand|Select|Wrap|Line Numbers
  1. Delete_Old_Appointment:
  2.  
  3. ' The Following variable assignments will pick-up the old booking data prior to the change in order
  4.     ' to find and delete an Outlook booking. Variables have been caputured by the Sub Form_Current()procedure
  5.     ' and declared Public in the basMyEmpID Standard Code Module.
  6.  
  7.             Dim goldLocation As String
  8.             Dim goldStart As Date
  9.             Dim goldDate As Date
  10.             Dim goldName As String
  11.  
  12.             goldLocation = basMyEmpID.gstroldLocation
  13.             goldStart = basMyEmpID.gdteoldStart
  14.             goldDate = basMyEmpID.gdteoldDate
  15.             goldName = basMyEmpID.gstroldName
  16.  
  17.  
  18.  
  19. ' Connection to Outlook Variables
  20.  
  21.  
  22.                 Dim objOlook As Outlook.Application
  23.                 Dim objNamespace As Outlook.NameSpace
  24.                 Dim objFolder As Outlook.MAPIFolder
  25.                 Dim objAppointment As Outlook.AppointmentItem
  26.                 Dim objOAppt As Outlook.Items
  27.                 Dim lngDeletedAppointements As Long
  28.                 Dim strSubject As String
  29.                 Dim strLocation As String
  30.                 Dim dteStartDate As Date
  31.  
  32. '******************************** Set Criteria for DELETION here ********************************
  33.                 strSubject = goldName
  34.                 strLocation = goldLocation
  35.                 dteStartDate = goldDate & " " & goldStart ' goldDate is Short Date goldStart is medium time
  36.  
  37.                 MsgBox (strSubject & dteStartDate & strLocation)
  38. '************************************************************************************************
  39.  
  40.               Set objOlook = CreateObject("Outlook.Application")
  41.              Set objNamespace = objOlook.GetNamespace("MAPI")
  42.              Set objFolder = objNamespace.GetDefaultFolder(olFolderCalendar)
  43.              For Each objAppointment In objFolder.Items
  44.  
  45.  
  46.             If objAppointment.Subject = strSubject And objAppointment.Location = strLocation Then _
  47.             'objAppointment.Start = CDate(Format$(dteStartDate, "Short Date"))
  48.  
  49.  
  50.  
  51.              objAppointment.Delete
  52.              lngDeletedAppointements = lngDeletedAppointements + 1
  53.             End If
  54. Next
  55.  
  56. MsgBox lngDeletedAppointements & " appointment(s) DELETED.", vbInformation, "DETETE Appointments"
  57.  
  58. 'I 'm sure that you will now be able to adapt it to your specific
  59.  
  60.               GoTo Ender
  61.               Exit Sub
  62.  
  63.  
Nov 1 '11 #16
ADezii
8,834 Recognized Expert Expert
Add the following Debugging Code to verify Object and variable Values (Lines 2, 3, and 4):
Expand|Select|Wrap|Line Numbers
  1. For Each objAppointment In objFolder.Items
  2.   Debug.Print "Subject: " & objAppointment.Subject & vbCrLf & "Location: " & _
  3.                objAppointment.Location & vbCrLf & "Start: " & objAppointment.Start
  4.   Debug.Print "Variable Values ==> " & " | " & strSubject & " | " & strLocation & " | " & dteStartDate
  5.     If objAppointment.Subject = strSubject And objAppointment.Location = strLocation Then _
  6.        objAppointment.Delete
  7.          lngDeletedAppointements = lngDeletedAppointements + 1
  8.     End If
  9.   Debug.Print "************************************************************************"
  10. Next
Sample OUTPUT:
Expand|Select|Wrap|Line Numbers
  1. Subject: Corporate
  2. Location: HQ
  3. Start: 12/26/2010
  4. Variable Values ==>  | Corporate | HQ | 11/15/2011
  5. *****************************************************
  6. Subject: Corporate
  7. Location: HQ
  8. Start: 11/1/2011
  9. Variable Values ==>  | Corporate | HQ | 11/15/2011
  10. *****************************************************
  11. Subject: Subject 1
  12. Location: Location 1
  13. Start: 11/18/2011
  14. Variable Values ==>  | Corporate | HQ | 11/15/2011
  15. *****************************************************
  16. Subject: Subject 2
  17. Location: Location 2
  18. Start: 11/21/2011
  19. Variable Values ==>  | Corporate | HQ | 11/15/2011
  20. *****************************************************
Nov 1 '11 #17
NeoPa
32,584 Recognized Expert Moderator MVP
@Cyd
It seems ADezii is helping you along now, which is fine. For me to proceed I would need you to junk most of what you'd done since my last post as I feel you have skipped important steps in the process of understanding what you're building. Trying out new things is fine, but skipping from one thing to another (which itself is not thoroughly tested and understood) within the thread of a logic process seems to me to be an unreliable approach. Only sound logic will lead you to your goal, and that does not include unfounded stabs in the dark. It can seem slow and laborious, but if you deviate from that path you often find yourself back at the start point.

I'll leave you in ADezii's very capable hands but I'll still monitor the thread in case I can help in any other ways.
Nov 2 '11 #18
Cyd44
101 New Member
Hi ADezii,

Panick over, I manged to get it working at last. I assigned the StartDate and Start time together outside of the If objAppointment statement and simply joined them as
dteStartDate = StartDate + StartTime then called them within the If stayemen as = dteStartDate. This worked like a treat.

I am sorry for all of the toing and froing, and NeoPa is quite correct, I was fumbling in the dark instead of standing back. The truth is, my problem was in understanding how to bind to Outlook properly to find and delete an appointment and there were no examples to be found anywhere.

I do thank you so much as your help as been invaluable.
I would also like to thank NeoPa and promise him I will think about my question in future before asking.

Thanks a bunch guys.
Nov 2 '11 #19
NeoPa
32,584 Recognized Expert Moderator MVP
It's a long learning process Cyd, and you're clearly developing as time passes. Keep it up and I'll be asking you questions soon :-)
Nov 2 '11 #20

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