User Defined Fields in Outlook 2010

[Kath81]

Totally lost.

I've had to import a few mailboxes onto our system for the content to be analysed. There are about 2,500 mail items spread over five independent mailboxes.

I have been asked if it's possible to give each mail item a number (for ease of reference and filing etc) and whether those numbers can continue through to the next mailbox, i.e. in MailboxA, all mail items would be numbered 1-500 and in MailboxB we would want to start from 501.

I thought it might be possible by adding a user defined field but I don't know how to add information to that user defined field, so I can't even start experimenting.

Could someone help me please?

 

[Diane Poremsky]

You can add a field and as long as you are importing/exporting the mail as mail, not as CSV, it will work.

The macro at http://www.slipstick.com/outlook/email/sort-messages-sender-domain/ should point you in the right direction - it works with selected messages. If you don't know how to change it to work with all mail in a folder, see http://www.slipstick.com/developer/code-samples/working-items-folder-selected-items/

You'll need to replace this part with code that counts -

Set objMail = obj
        
         strDomain = Right(objMail.SenderEmailAddress, Len(objMail.SenderEmailAddress) - InStr(1, objMail.SenderEmailAddress, "@"))
         Set objProp = objMail.UserProperties.Add("Domain", olText, True)
         objProp.Value = strDomain
        objMail.Save

replace it with something like this

'at the top, before for each
dim i as long
set i  = 1

' replace the code block with this
Set objMail = obj
    
         strDomain = i
         Set objProp = objMail.UserProperties.Add("Index Number", olText, True)
         objProp.Value = strDomain
        objMail.Save

i = i +1

You could add the mailbox name or other text to the string to help identify the mailbox it came from.

 

[Diane Poremsky]

This code adds the "received by name " to the index number - that should be the mailbox name. It starts at zero and remembers the last number used during the current session. If you need to remember the last number used between sessions, you need to write the last number to a file or registry.

Because the text field sorts numbers wrong, you could use this instead:
strDomain = i
Set objProp = obj.UserProperties.Add("Index Number", olInteger, True)

But can't use the mailbox name in same field.

    Dim i As Long

Public Sub SetDomain()
    ' From http://slipstick.me/1
    Dim currentExplorer As Explorer
    Dim Selection As Selection
    Dim obj As Object
    Dim objProp As Outlook.UserProperty
    Dim strDomain As String, strAcct As String
    Dim propertyAccessor As Outlook.propertyAccessor

    Set currentExplorer = Application.ActiveExplorer
    Set Selection = currentExplorer.Selection
 
    On Error Resume Next

    For Each obj In Selection

' Add mailbox name
        Set propertyAccessor = obj.propertyAccessor
        strAcct = propertyAccessor.GetProperty("http://schemas.microsoft.com/mapi/proptag/0x0040001E")
  
  
         strDomain = strAcct & " " &  i
         Set objProp = obj.UserProperties.Add("Index", olText, True)
         objProp.Value = strDomain
        obj.Save

    i = i + 1

        Err.Clear
    Next

    Set currentExplorer = Nothing
    Set obj = Nothing
    Set Selection = Nothing
End Sub