1. Start Microsoft Access and create a new database called Appt.mdb.
2. Create the following new table in Design view: Table: tblAppointments
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Field Name: Appt
Data Type: Text
Field Size: 50
Required: Yes
Field Name: ApptDate
Data Type: Date/Time
Format: Short Date
Required: Yes
Field Name: ApptTime
Data Type: Date/Time
Format: Medium Time
Required: Yes
Field Name: ApptLength
Data Type: Number
Field Size: Long Integer
Default Value: 15
Required: Yes
Field Name: ApptNotes
Data Type: Memo
Field Name: ApptLocation
Data Type: Text
Field Size: 50
Field Name: ApptReminder
Data Type: Yes/No
Field Name: ReminderMinutes
Data Type: Number
Field Size: Long Integer
Default Value: 15
Field Name: AddedToOutlook
Data Type: Yes/No
Table Properties: tblAppointments
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PrimaryKey: ApptDate;ApptTime
NOTE: In this example, the primary key in the appointment table is the appointment date and time. You can remove or alter the primary key if you want to be able to add multiple appointments for the same date and time.
3. Create a reference to the Microsoft Outlook 8.0 Object Library. To do so, follow these steps: a. Create a new module.
b. On the Tools menu, click References.
c. Click Microsoft Outlook 8.0 Object Library in the Available References box. If that reference does not appear, click Browse to locate the Msoutl8.olb file, which is installed by default in the C:\Program Files\Microsoft Office\Office folder.
d. Click OK in the Reference dialog box.
e. Close the module without saving it.
4. Use the AutoForm: Columnar Form Wizard to create a new form based on the tblAppointments table. Save the form as frmAppointments.
5. Open the form in Design view and change the following properties: Form: frmAppointments
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Caption: Appointment Form
Form Header:
Height: .5"
Check Box: AddedToOutlook
Enabled: No
6. Add a command button to the Form Header section, and set the following properties: Command Button:
Name: AddAppt
Caption: Send to Outlook
OnClick: [Event Procedure]
7. Set the OnClick property of the command button to the following event procedure: Private Sub AddAppt_Click()
On Error GoTo AddAppt_Err
' Save record first to be sure required fields are filled.
DoCmd.RunCommand acCmdSaveRecord
' Exit the procedure if appointment has been added to Outlook.
If Me!AddedToOutlook = True Then
MsgBox "This appointment already added to Microsoft Outlook"
Exit Sub
' Add a new appointment.
Else
Dim outobj As Outlook.Application
Dim outappt As Outlook.AppointmentItem
Set outobj = CreateObject("outlook.application")
Set outappt = outobj.CreateItem(olAppointmentItem)
With outappt
'outappt.RequiredAttendees
'outappt.OptionalAttendees
.Start = Me!ApptDate & " " & Me!ApptTime
.Duration = Me!ApptLength
.Subject = Me!Appt
If Not IsNull(Me!ApptNotes) Then .Body = Me!ApptNotes
If Not IsNull(Me!ApptLocation) Then .Location = _
Me!ApptLocation
If Me!ApptReminder Then
.ReminderMinutesBeforeStart = Me!ReminderMinutes
.ReminderSet = True
End If
.Save
End With
End If
' Release the Outlook object variable.
Set outobj = Nothing
' Set the AddedToOutlook flag, save the record, display a message.
Me!AddedToOutlook = True
DoCmd.RunCommand acCmdSaveRecord
MsgBox "Appointment Added!"
Exit Sub
AddAppt_Err:
MsgBox "Error " & Err.Number & vbCrLf & Err.Description
Exit Sub
End Sub
8. Save the form and open it in Form view. Add an appointment record, and then click the Send To Outlook button. Be sure you only enter minutes, not hours and minutes, in the ApptLength field.
9. Start Microsoft Outlook and click Calendar on the Go menu to view the appointments you added.
Works great if they are using MS outlook
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