Macro to Filter Based on Latest Email

Status
Not open for further replies.

Watson

New Member
Outlook version
Outlook 2016 64 bit
Email Account
Exchange Server
Hi, I'm new to macros and VBA so this question may be very basic.

When catching up on emails in my inbox, I would like a way to filter through those which ask me to do something and not those that are meant for someone else copied on the email. Searching for emails where I am in the To: field doesn't work for this purpose because people sometimes include me in the To: field even when they are asking someone else to do something, and sometimes people leave me in the CC: field even when they are asking me to do something. The best way to filter the email would be to see if the email has my name in the body of the message.

However, the problem is that nearly every email contains the text from the previous emails on the chain, and my name appears either in the body of those emails, or in the email addresses listed in the To: field from the previous emails which now appear in the body of the new email. As far as I am aware, Outlook considers the prior emails on the chain as part of the body of the new email and there is no way to filter based on text in the last email alone.

One possible solution I thought of would be to search for my name but to tell Outlook to exclude from the search any hits that appear in the body after the words "From:" or "wrote:". This should work because even if my name is mentioned in prior emails on the chain, they would appear in the body of the new email after those words (since the older emails on the chain begin with From: or "[somebody] wrote:".

I believe there is no way to conduct such a search (and create such a rule/filter) using Outlook's search tools. Is this something that would be possible using a macro and then I could create a filter or smart folder for emails in my inbox matching this search rule?

Thanks!!
 
I have this script -
 
Thanks for your reply, Diane. In my situation, the people that I work with don't pay much attention to whose name they put in the TO field or CC field, so I think I need a rule that will look at whether my name is actually mentioned in the body. The problem I have is that once I am on the chain, my name comes up as a recipient for the earlier emails which are now copied into the bottom of the most recent emails, and there is no way to limit a search to the most recent email when the chain appears at the bottom of each subsequent email. Am I misunderstanding your solution? Thanks again for taking the time to review my post!
 
It sounds like they need to use the @mention feature - you can filter for @mentions.

I don't know if there is a good way to filter for your name in the message body (besides @mentions) - while a macro could look in the new message part for your name, does it look for the full name, your email, or just your first name? I'd think most people don't say "Bob Watson, do this... " unless there are two Bob's in the chain. Then they might use just 'Watson, do this... ' They are unlikely to say "watson@domain.com, do this.... " But searching for just bob might be enough of a filter.

Reading just the new text requires you to look for the first "From:", get its position then search the text from 1 to position, for the keyword. If they don't use Outlook or an Outlook-style header, it won't work.


The macro in the 'Are you the only address in the To field?' script, creates a list of all addresses that are in the To field and checks it for your address - if your address is in the list, it does something - in this case moves it. It doesn't check the CC list - you can do that using a normal rule.
 
Reading just the new text requires you to look for the first "From:", get its position then search the text from 1 to position, for the keyword. If they don't use Outlook or an Outlook-style header, it won't work.
Thanks! I think that they when emails ask for a response from a specific person, they call them out by first name only. Chains get really long though, so if they called me out earlier in the chain, emails responding to that message would get picked up as well. If only I could get people to use @mention.

Your above suggestion I think is perfect for what I'm looking for because my whole team uses Outlook. Is there a name for limiting a keyword search from the beginning of an email until a specific position in the body? I'm trying to understand enough to be able to learn more about this. Thanks!!
 
My method requires a run a script rule. Or a macro you run manually. It could set a category and could move message not meeting the condition to another folder.
 
Status
Not open for further replies.
Similar threads
Thread starter Title Forum Replies Date
H Macro to Delete Duplicate items in Outlook calendar where title is the same and date is the same Outlook VBA and Custom Forms 0
X Custom icon (not from Office 365) for a macro in Outlook Outlook VBA and Custom Forms 1
X Run macro automatically when a mail appears in the sent folder Using Outlook 5
mrrobski68 Issue with Find messages in a conversation macro Outlook VBA and Custom Forms 1
G Creating Macro to scrape emails from calendar invite body Outlook VBA and Custom Forms 6
M Use Macro to change account settings Outlook VBA and Custom Forms 0
J Macro to Reply to Emails w/ Template Outlook VBA and Custom Forms 3
C Outlook - Macro to block senders domain - Macro Fix Outlook VBA and Custom Forms 1
Witzker Outlook 2019 Macro to seach in all contact Folders for marked Email Adress Outlook VBA and Custom Forms 1
S macro error 4605 Outlook VBA and Custom Forms 0
A Macro Mail Alert Using Outlook 4
J Outlook 365 Outlook Macro to Sort emails by column "Received" to view the latest email received Outlook VBA and Custom Forms 0
J Macro to send email as alias Outlook VBA and Custom Forms 0
M Outlook Macro to save as Email with a file name format : Date_Timestamp_Sender initial_Email subject Outlook VBA and Custom Forms 0
Witzker Outlook 2019 Macro GoTo user defined search folder Outlook VBA and Custom Forms 6
D Outlook 2016 Creating an outlook Macro to select and approve Outlook VBA and Custom Forms 0
Witzker Outlook 2019 Macro to send an Email Template from User Defined Contact Form Outlook VBA and Custom Forms 0
Witzker Outlook 2019 Macro to check Cursor & Focus position Outlook VBA and Custom Forms 8
V Macro to mark email with a Category Outlook VBA and Custom Forms 4
M Outlook 2019 Macro not working Outlook VBA and Custom Forms 0
S Outlook 365 Help me create a Macro to make some received emails into tasks? Outlook VBA and Custom Forms 1
D Auto Remove [EXTERNAL] from subject - Issue with Macro Using Outlook 21
V Macro to count flagged messages? Using Outlook 2
sophievldn Looking for a macro that moves completed items from subfolders to other subfolder Outlook VBA and Custom Forms 7
S Outlook Macro for [Date][Subject] Using Outlook 1
E Outlook - Macro - send list of Tasks which are not finished Outlook VBA and Custom Forms 3
E Macro to block senders domain Outlook VBA and Custom Forms 1
D VBA Macro to Print and Save email to network location Outlook VBA and Custom Forms 1
N VBA Macro To Save Emails Outlook VBA and Custom Forms 1
N Line to move origEmail to subfolder within a reply macro Outlook VBA and Custom Forms 0
Witzker Outlook 2019 Macro to answer a mail with attachments Outlook VBA and Custom Forms 2
A Outlook 2016 Macro to Reply, ReplyAll, or Forward(but with composing new email) Outlook VBA and Custom Forms 0
J Macro to Insert a Calendar Outlook VBA and Custom Forms 8
T Macro to move reply and original message to folder Outlook VBA and Custom Forms 6
D Autosort macro for items in a view Outlook VBA and Custom Forms 2
S HTML to Plain Text Macro - Help Outlook VBA and Custom Forms 1
A Macro to file emails into subfolder based on subject line Outlook VBA and Custom Forms 1
N Help creating a VBA macro with conditional formatting to change the font color of all external emails to red Outlook VBA and Custom Forms 5
S Visual indicator of a certain property or to show a macro toggle Outlook VBA and Custom Forms 2
L Modifying VBA script to delay running macro Outlook VBA and Custom Forms 3
S Macro to extract and modify links from emails Outlook VBA and Custom Forms 3
M Replyall macro with template and auto insert receptens Outlook VBA and Custom Forms 1
L Macro to add Date & Time etc to "drag to save" e-mails Outlook VBA and Custom Forms 17
S Macro for Loop through outlook unread emails Outlook VBA and Custom Forms 2
Globalforester ItemAdd Macro - multiple emails Outlook VBA and Custom Forms 3
S Macro to extract email addresses of recipients in current drafted email and put into clipboard Outlook VBA and Custom Forms 2
Witzker HowTo start a macro with an Button in OL contact form Outlook VBA and Custom Forms 12
Witzker Macro to move @domain.xx of a Spammail to Blacklist in Outlook 2019 Outlook VBA and Custom Forms 7
S Macro for other actions - Outlook 2007 Outlook VBA and Custom Forms 23
C Macro to extract sender name & subject line of incoming emails to single txt file Outlook VBA and Custom Forms 3

Similar threads

Back
Top