Script to move emails to a folder based on various possible keywords

[outlookhelp]

hi all

i have some code that i need a bit of help with - what i am trying to do is move emails from my Inbox to other folders based on keywords. The code i have moves an email to a folder called TEST if it contains the keyword ala in the subject line - i would like to know how i can add more keywords to the code (for example search for ala or apa or IES Pty Ltd) here is the code i have:

Sub MovePLA(Item As Outlook.MailItem)
With Item
If InStr(1, LCase(.Subject), "ala ") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
End If
End With
End Sub

Also is there any way that i can search both the subject and body of the email for those keywords?

Thanks!
Deb

 

[Michael Bauer]

You could use something like this:

If Instr(...)>0 or Instr(...)>0 Then
'move
Elseif Instr(..)>0 or Instr(...)>0 Then
'move
End If

 

[outlookhelp]

Great thank you so much that worked ! i now have another little problem though

My code picks up the keyword whether it is standalone or whether it is within another word - so if i specify the keyword to be 'ala' it picks up 'ala' but also 'australasian' which is what i don't want. i would like ti to only pick up 'ala' as a standalone keyword . i tried adding a space to the end of 'ala' in the code but that does nothing. So my code is now:

Sub AlaSubject(Item As Outlook.MailItem)
With Item
If InStr(1, LCase(.Subject), "ala") > 0 Or InStr(1, LCase(.Subject), "sos") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
End If
If InStr(1, LCase(.Body), "ala") > 0 Or InStr(1, LCase(.Body), "sos") Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
End If
End With
End Sub

Would you be able to advise how i make that code move only emails with the standalone keywords 'ala' and 'sos' but not words like australasian or sostenuto?

Thanks!
Deb

 

[Michael Bauer]

" ala " could do it.

BTW, your could is not what I suggested. Use ElseIf instead of two IFs else it could try to move the same item twice.

 

[outlookhelp]

Gosh now it doesn't work at all I modified to the following and it doesn't pick up an email with 'this is for people from Chile' in the subject line As it's looking for the exact match 'Chile' i thought it should find it and move it to the TEST folder?

Sub MultipleIfs(Item As Outlook.MailItem)
With Item
If InStr(1, LCase(.Subject), "Argentina") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "Japan") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "China") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "Chile") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "Spain") > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
End If
End With
End Sub

Thank yo so much for your help so far !

 

[Michael Bauer]

The LCase function converts a string to its lower cases. And "a..." is not equal "A...". If you pass vbTextCompare as the fourth parameter to Instr, lower cases and upper cases will be treated equally.

 

[outlookhelp]

Excellent thank you so much ! It is working perfectly now ! Can i be greedy and last one last question? I now have my script looking for keywods in the subject and body..i have about 100 keywords i need to look up..is there any way that i can do that more efficiently? I don't mind typing out all the code but i am just wondering if there are other functions that may do it better and faster?
This is what my code looks like now for only 5 keywords:

Sub MultipleIfs(Item As Outlook.MailItem)
With Item
If InStr(1, LCase(.Subject), "Argentina", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Body), "Argentina", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "Japan", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Body), "Japan", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "China", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Body), "China", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "Chile", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Body), "Chile", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Subject), "Spain", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
ElseIf InStr(1, LCase(.Body), "Spain", vbTextCompare) > 0 Then
Item.Move Session.GetDefaultFolder(olFolderInbox).Folders("TEST")
End If
End With
End Sub

 

[Diane Poremsky]

Are they all using the same folder? You can use Select Case or an array to hold the words (and set a folder, if necessary). I'm not sure which is more efficient with that many words - maybe Michael knows. (Or knows of a better way to do it.)

 

[outlookhelp]

There are 3 folders:
Gold - 110 phrases and keywords
Platinum - 30 phrases and keywords
Registered - 200 phrases and keywords

Thanks!
Deb

 

[Michael Bauer]

I'd do it this way. Set the three folder variables to the target folders, and the keywords for folder(0) to keyword(0), etc. This allows to add more folder/keywords anytime.

dim folder(2) as folder
dim keyword(2) as variant
dim  i as long, y as long
dim s as string, b as string
dim done as boolean
 
keyword(0)=array(a,b,c)
...
set folder(0)=....
...
s=item.subject:b=item.body
for i=0 to 2
  for y=0 to ubound(v(i))
    if instr(1, s,keyword(i)(y),vbtextcompare) then
      item.move folder(i)
      done=true
    elseif instr(1, b,keyword(i)(y),vbtextcompare) then
       item.move folder(i)
      done=true
    endif
    if done then exit for
  next
  if done then exit for
next

 

[outlookhelp]

Great ti will try this out ! Thanks so much for the help - greatly appreciated!

 

[AJBoink]

Could someone please help me with a similar code as above? I am new to scripting and i am finding it difficult to understand what different objects or methods are used for; but i am trying to refer outlook vba reference.
Could someone provide me the code for moving a mail (coming from a particular sender) to different folders, and then check the subjects of those mails(the condition has 'AND') based on which they will be moved to different other folders eventually