VBA to measure response time for each emails in a shared mailbox

[Kartyk]

Hi All,
i have put together a macro to measure reponse time taken for an email response in a shared emailbox.


it works fine in picking all the items from inbox but fails to pick any email sent by users. Email goes from personal inbox. Here is the macro for understanding. Can anyone please rectify so that all responses do get picked as well.

Option Explicit

Public ns As Outlook.Namespace

Private Const EXCHIVERB_REPLYTOSENDER = 102
Private Const EXCHIVERB_REPLYTOALL = 103
Private Const EXCHIVERB_FORWARD = 104

Private Const PR_LAST_VERB_EXECUTED = "http://schemas.microsoft.com/mapi/proptag/0x10810003"
Private Const PR_LAST_VERB_EXECUTION_TIME = "http://schemas.microsoft.com/mapi/proptag/0x10820040"
Private Const PR_SMTP_ADDRESS = "http://schemas.microsoft.com/mapi/proptag/0x39FE001E"
Private Const PR_RECEIVED_BY_ENTRYID As String = "http://schemas.microsoft.com/mapi/proptag/0x003F0102"

Private Function GetReply(olMailItem As MailItem) As MailItem

On Error Resume Next

Dim conItem As Outlook.Conversation
Dim ConTable As Outlook.Table
Dim ConArray() As Variant
Dim MsgItem As MailItem
Dim lp As Long
Dim LastVerb As Long
Dim VerbTime As Date
Dim Clockdrift As Long
Dim OriginatorID As String

Set conItem = olMailItem.GetConversation
OriginatorID = olMailItem.PropertyAccessor.BinaryToString(olMailItem.PropertyAccessor.GetProperty(PR_RECEIVED_BY_ENTRYID))

If Not conItem Is Nothing Then
Set ConTable = conItem.GetTable
ConArray = ConTable.GetArray(ConTable.GetRowCount)
LastVerb = olMailItem.PropertyAccessor.GetProperty(PR_LAST_VERB_EXECUTED)
Select Case LastVerb
Case EXCHIVERB_REPLYTOSENDER, EXCHIVERB_REPLYTOALL, EXCHIVERB_FORWARD
VerbTime = olMailItem.PropertyAccessor.GetProperty(PR_LAST_VERB_EXECUTION_TIME)
VerbTime = olMailItem.PropertyAccessor.UTCToLocalTime(VerbTime)
Debug.Print "Reply to " & olMailItem.Subject & " sent on (local time): " & VerbTime
For lp = 0 To UBound(ConArray)
If ConArray(lp, 4) = "IPM.Note" Then
Set MsgItem = ns.GetItemFromID(ConArray(lp, 0))
If Not MsgItem.Sender Is Nothing Then
If OriginatorID = MsgItem.Sender.ID Then
Clockdrift = DateDiff("s", VerbTime, MsgItem.SentOn)
If Clockdrift >= 0 And Clockdrift < 300 Then
Set GetReply = MsgItem
Exit For
End If
End If
End If
End If
Next
Case Else
End Select
End If

End Function

Public Sub ListIt()
Dim myOlApp As New Outlook.Application
Dim myItem As Object
Dim myReplyItem As Outlook.MailItem
Dim myFolder As Folder
Dim xlRow As Long
Dim olsharename as outlook.Mailitem


Set ns = myOlApp.GetNamespace("MAPI")
Set olsharename = createrecipient("Mailbox name")
Set myFolder = ns.GetSharedDefaultFolder(olSharename,olFolderInbox)


xlRow = 3
For Each myItem In myFolder.Items
If myItem.Class = olMail Then
Set myReplyItem = GetReply(myItem)
If Not myReplyItem Is Nothing Then
PopulateSheet ActiveSheet, myItem, myReplyItem, xlRow
xlRow = xlRow + 1

Else: PopulateSheet ActiveSheet, myItem, myReplyItem, xlRow
xlRow = xlRow + 1
End If
End If
DoEvents
Next
MsgBox "Done"

End Sub


Private Sub PopulateSheet(mySheet As Worksheet, myItem As MailItem, myReplyItem As MailItem, xlRow As Long)

On Error Resume Next

Dim recips() As String
Dim Recipients As Outlook.Recipient
Dim lp As Long

With mySheet
.Cells(xlRow, 1).FormulaR1C1 = myItem.Sender.PropertyAccessor.GetProperty(PR_SMTP_ADDRESS)
.Cells(xlRow, 2).FormulaR1C1 = myItem.Subject
.Cells(xlRow, 3).FormulaR1C1 = myItem.ReceivedTime
.Cells(xlRow, 4).FormulaR1C1 = myItem.Categories
.Cells(xlRow, 5).FormulaR1C1 = myReplyItem.Sender.PropertyAccessor.GetProperty(PR_SMTP_ADDRESS)
For lp = 0 To myReplyItem.Recipients.Count - 1
ReDim Preserve recips(lp) As String
recips(lp) = myReplyItem.Recipients(lp + 1).Address
Next
.Cells(xlRow, 6).FormulaR1C1 = myReplyItem.To
.Cells(xlRow, 7).FormulaR1C1 = myReplyItem.CC
.Cells(xlRow, 8).FormulaR1C1 = myReplyItem.Subject
.Cells(xlRow, 9).FormulaR1C1 = myReplyItem.SentOn

If .Cells(xlRow, 5).Value = "" Then

.Cells(xlRow, 11).FormulaR1C1 = "=Now()-RC[-8]"
.Cells(xlRow, 11).NumberFormat = "[h]:mm:ss"

Else
.Cells(xlRow, 10).FormulaR1C1 = "=RC[-1]-RC[-7]"
.Cells(xlRow, 10).NumberFormat = "[h]:mm:ss"

End If
End With
End Sub

 

[Diane Poremsky]

This part:
Set olsharename = createrecipient("Mailbox name")
Set myFolder = ns.GetSharedDefaultFolder(olSharename,olFolderInbox)

is using the inbox. You also need to look in the sent folder. Since its only one folder and about 10 lines, you could repeat the section that does the inbox (From Set myfolder... ending with Next) and change it to the sent folder.

 

[Kartyk]

HI,

Not sure I understand correctly.

Responses are sent from personal inbox of respective users and thus it does not even appear on sent items of shared emailbox.

Somehow the solution must look at the thread and identify the responses for all such users who send responses.

Or

Emails sent by users should somehow get listed under shared email box instead of their personal inbox.

Regards
Karthik

 

[Diane Poremsky]

You can set Exchange to use the shared sent folder... or use the getdefaultfolder code.

As for linking the items, do that in Excel using the subject lines and compare the last_verb times with the sent time - but if all you need is the response time, last verb values of 102 or 103 will have the reply/reply all times.

 

[Kartyk]

Thank you.

yeah , i tried setting outlook to send emails from shared mailbox. Currently, emails I send outta shared mailbox are stuck in outbox. I tried troubleshooting using online methods. So far i am not succesful

So far I taken care of the below :
DelegateSentItemsStyle registry value set to 0
Cached echange mode

would you know any other reason why this is happening,

cheers

 

[Diane Poremsky]

what version of exchange?
Save Sent Items in Shared Mailbox using an Exchange Server Cmdlet

 

[Kartyk]

I think IT admin should be running those cmdlets and i have escalated it to them. Thanx.

On a different note, i want to pick emails from multiple folders within Inbox.

Set ns = myOlApp.GetNamespace("MAPI")
Set olsharename = createrecipient("Mailbox name")
Set myFolder = ns.GetSharedDefaultFolder(olSharename,olFolderInbox)

could you send an adjusted code with, lets say folders as "Invoices" & "Test". Lets assume these folders are subfolders within Inbox.

It would be highly helpful, thank you.

 

[Diane Poremsky]

to watch two folders you need to use something like this:

i = 1 to 2
Set myFolder = ns.GetSharedDefaultFolder(olSharename,olFolderInbox)

select case i
case 1
Set myFolder= myfolder.folder("Invoices")
case 2
set myFolder= myfolder.folder("test")
end select

xlRow = 3
For Each myItem In myFolder.Items
If myItem.Class = olMail Then
Set myReplyItem = GetReply(myItem)
If Not myReplyItem Is Nothing Then
PopulateSheet ActiveSheet, myItem, myReplyItem, xlRow
xlRow = xlRow + 1

Else: PopulateSheet ActiveSheet, myItem, myReplyItem, xlRow
xlRow = xlRow + 1
End If
End If
DoEvents
Next
next i

 

[Kartyk]

Unfortunately, it still does not pick from both the folders. It is picking only either or those.

 

[Diane Poremsky]

Any error messages? If you use Step Into and watch it, does it hit each folder? Oh... i'll bet it's the xlRow = 3 - move that line above the select case. It's probably going back to row 3 for the second folder.

 

[Diane Poremsky]

BTW, this is how i find the next empty line in my macro that writes to excel
Use a macro to copy data in Outlook email to Excel workbook


'Find the next empty line of the worksheet
rCount = xlSheet.Range("B" & xlSheet.Rows.Count).End(xlUp).Row
rCount = rCount + 1

 

[Kartyk]

actually, it was for a different code i was working on... although I would want the same feature in both the codes. No error messages as such, just that I find data only from one of the folders. May be it is overriding data..not sure



Heres the one I tested now.




Dim olApp As Outlook.Application

Dim NS As Outlook.Namespace

Dim olSharename As Outlook.Recipient

Dim Folder As Outlook.Folder




Set olApp = Outlook.Application

Set NS = olApp.GetNamespace("MAPI")

Set olSharename = NS.CreateRecipient("otc.brokerage@credit-suisse.com")


For j = 1 To 2


Set Folder = NS.GetSharedDefaultFolder(olSharename, olFolderInbox)


Select Case j


Case 1

Set Folder = Folder.Folders("Invoices")


Case 2


Set Folder = Folder.Folders("Sneha")


End Select


Next


Set Items = Folder.Items



Sheets("Data").Visible = True

Sheets("Sheet2").Visible = True


Sheets("Data").Range("C2:H100000").ClearContents


With ActiveWorkbook.Sheets("Data").Select

Range("c" & 1).Value = "Recieved time"

Range("e" & 1).Value = "Sender"

Range("f" & 1).Value = "Subject"

Range("g" & 1).Value = "Categories"


End With


For i = 1 To Items.Count

Set myitem = Items(i)

msgtext = myitem.Body


Range("c" & i + 1).Value = myitem.ReceivedTime

Range("e" & i + 1).Value = myitem.SenderName

Range("f" & i + 1).Value = myitem.Subject

Range("g" & i + 1).Value = myitem.Categories



Next i






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