VB Email Filters

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New Member
Outlook version
Outlook 2013 64 bit
Email Account
Office 365 Exchange
This is just a post to share code I'm already using - no bugs so far.

I rely heavily on rules and alerts in Outlook, and recently I ran into Microsoft's 256 kb limit on rules you can store in Outlook (wth?). To get around this, I designed custom email filtering code in VB using WithEvents. See below. I'm open to suggestions to improve this.

Private WithEvents insp As Outlook.Inspectors
' Create an event handler to handle items being added to the inbox. See link below:
'   https://msdn.microsoft.com/en-us/vba/outlook-vba/articles/using-events-with-automation
Private WithEvents Items As Outlook.Items
' Declare a public dictionary to load your email filtrs into (these can be defined directly
' in VB or loaded from a CSV or TXT file)
Public oSORT As Dictionary

Private Sub Application_Startup()
' Declare variables
    Dim olApp As Outlook.Application
    Dim objNS As Outlook.NameSpace
    Dim sPATH As String

' If you're loading your email filters from a CSV file, create a filepath variable directing
' your code to the CSV. SortDict is a sub that loads two columns of CSV data into the public
' dictionary oSORT. It's important to load this on application startup and store as a public
' variable so the filters don't have to be reloaded every time a message is received.
' Define your items as the collection of inbox items and use the ItemAdd event to trigger
' your code when a new email is received.

    Set oSORT = CreateObject("Scripting.Dictionary")
    sPATH = "C:\Work\DDE\Tools\OutlookFilters.csv"
    Call SortDict(oSORT, sPATH)
    Set olApp = Outlook.Application
    Set objNS = olApp.GetNamespace("MAPI")

    Set Items = objNS.GetDefaultFolder(olFolderInbox).Items
End Sub

Private Sub SortDict(ByRef oDICT As Dictionary, sPATH As String)
' This code takes an empty dictionary object and a csv file destination and loads the csv
' data into the dictionary. sPATH has to be the destination of a csv file including the
' filename, and the csv has to contain two columns of data.
    Dim sARR() As String
    Open sPATH For Input As #1
        Do Until EOF(1)
            Line Input #1, sVAR
            sARR() = Split(sVAR, ",")
            oDICT(sARR(0)) = sARR(1)
    Close #1
End Sub

Private Sub Items_ItemAdd(ByVal Item As Object)
    On Error GoTo ErrorHandler
' Declare variables
    Dim Msg As Outlook.MailItem
    Dim oNAMESPACE As Outlook.NameSpace
    Dim oFOLDER As Outlook.Folder
    Dim sVAR As String, sTO As String, sFROM As String
    Dim sARR() As String
    Dim recips As Outlook.Recipients
    Dim recip As Outlook.Recipient
    Dim i As Integer, k As Integer

' - Confirm Item is an email
' - Retrieve sender's email address
' - Determine if sender's address is in a predefined filter list
'   - Filter list is stored in a CSV file and read into a dictionary object. Left column of
'       CSV file is a list of email addresses. Right column contains destination subfolders
'       in the inbox. For multiple subfolder levels, each folder level must be specified and
'       separated by semicolons. For example: 'Vendors;Walmart;Order Confirmations'
' - If sender's address is stored in the predefined list, move the incoming message to the
'       destination folder
' - If sender's email isn't in filter list, iterate through recipients emails and perform
'       the same check
    If TypeName(Item) = "MailItem" Then
        Set Msg = Item
        Set oNAMESPACE = Application.GetNamespace("MAPI")
        Set oFOLDER = oNAMESPACE.GetDefaultFolder(olFolderInbox)

' This code is incomplete. The sender's address is stored differently depending on whether the incoming
' email came from an exchange user or not. Haven't run into any bugs so far but I expect to.
'        If Msg.SenderEmailType = "EX" Then
            sFROM = Msg.SenderEmailAddress
'        Else
'            Set pa = Msg.Sender.PropertyAccessor
'            sFROM = pa.GetProperty("http://schemas.microsoft.com/mapi/proptag/0x39FE001E")
'        End If
        If oSORT.Exists(sFROM) Then
            If InStr(1, oSORT(sFROM), ";", vbTextCompare) Then
                sARR() = Split(oSORT(sFROM), ";")
                For i = LBound(sARR) To UBound(sARR)
                    Set oFOLDER = oFOLDER.Folders(sARR(i))
                Next i
                Set oFOLDER = oFOLDER.Folders(oSORT(sFROM))
            End If
            Msg.Move oFOLDER
            Set oFOLDER = Nothing
            Set recips = Msg.Recipients
            For Each recip In recips
                Set pa = recip.PropertyAccessor
                sTO = pa.GetProperty("http://schemas.microsoft.com/mapi/proptag/0x39FE001E")
                If oSORT.Exists(sTO) Then
                    If InStr(1, oSORT(sTO), ";", vbTextCompare) Then
                        sARR() = Split(oSORT(sTO), ";")
                        For i = LBound(sARR) To UBound(sARR)
                            Set oFOLDER = oFOLDER.Folders(sARR(i))
                        Next i
                        Set oFOLDER = oFOLDER.Folders(oSORT(sTO))
                    End If
                    Msg.Move oFOLDER
                    Set oFOLDER = Nothing
                    Exit For
                End If
        End If
    End If

' Error trapping and exit.
    Exit Sub
    MsgBox Err.Number & " - " & Err.Description
    Resume ProgramExit
End Sub

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
Microsoft's 256 kb limit on rules you can store in Outlook (wth?)
This is a limitation on Exchange server (it used to be even smaller!) POP3 and IMAP accounts shouldn't have a limit, although trying to manage too many rules in Outlook's rules wizard is not fun.
Exchange Server's Rules Limitation
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