New Calendar Appointments: Conditionally turn off reminder and show time as free

Matt Metz

Outlook version
Outlook 365 64 bit
Email Account
Because most of the items on my calendar are for me, my default settings for new appointments are SHOW AS: BUSY and REMINDER: 45 MINUTES.

But I also put appointments for my wife on my calendar, but only as FYI for myself. I want them on my calendar, but I want them to ALWAYS be shown as SHOW AS: FREE and REMINDER: NONE.

I have used VIEW SETTINGS: CONDITIONAL FORMATTING so that appointments that contain CM (my wife's initials) in the subject are formatted as gray. But I would like Outlook to conditionally also look for CM in the subject and if found, set the SHOW AS to FREE and the REMINDER to NONE.

Is there a way to do this?

If it requires a VBA macro, can you suggest how it might be done?

PS: For reasons too complicated to go into here, I prefer NOT to set up a different calendar file for my wife.
It will require a macro.

This can be used as the base - then use an if statement to check the subject and if it matches, set the show as value.

'Checks to see if all day and if it has a reminder set to true
     If instr(1, Appt.subject, "CM") >0 then 

With appt
     .busystatus= olfree 
     .ReminderSet = False
end with
    End If
Diane Poremsky, you have been my hero for so long. Thank you for all you have contributed over many years to our collective "Outlook Quality of Life."

If I understand correctly, I think you are saying my entire VBA Macro code will read as follows. I've removed the prompt because I don't want to be asked each time. Do I have this right?

With great appreciation,

Private Sub Items_ItemAdd(ByVal Item As Object)
On Error Resume Next
Dim Appt As Outlook.AppointmentItem

If TypeOf Item Is Outlook.AppointmentItem Then

Set Appt = Item

'Checks to see if appt subject includes "CM"
If instr(1, Appt.subject, "CM") > 0, then

With appt
.busystatus= olfree
.ReminderSet = False

End If
End If
End Sub
I think another argument is needed in the instr function, and there's a superfluous comma. I think it should read
If instr(1, Appt.subject, "CM", 1) > 0 then
The last property is compare - it's optional.

Default is binary, which is case sensitive. It will only find CM, not cm.

Text (value 1) will match both CM and cm.
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