How to create a drop down user defined field that will appear on an inbox view

jozef

New Member
Outlook version
Outlook 2016 64 bit
Email Account
Exchange Server
Hi - on an inbox view, one can add existing fields such as "FROM" or add other existing fields such as "SENSITIVITY" that has as 4 drop down options: "Normal" "Personal" Private " and "Confidential"

I want to create a user defined field that acts like the field "SENSITIVITY" - for example, I want to create a field called "PROJECT" with predefined list of controlled five or six values in the drop down (Ex: "Project 1" "Project 2", "Project 3" , "Project 4", "Project 5").

Setting a user defined field as a "keyword" is the closest to what I am trying to do but it does not restrict the list of entries to a predetermined list of values to choose from. it is really free form and involves typing (a "Huge" effort I am trying to spare my users LOL..)

Obviously I could use the Category field but my users are using the Category field as they see fit and I want a field that is very restrictive in terms of list of values to tag each received email.

Also, I think this cannot be done by forms I think since the forms would apply to new emails created but I want to add this field to existing RECEIVED emails.

Maybe a macro that would "pop up" a mini-form with the new drop down field to have the user select the project...

Also Ideally this drop down should be multi-select. But even if it is feasible without a Multi-select, it would be a huge win!!!!

ANY HELP WOULD BE GREATLY APPRECIATED!!!!

THANKS
 

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
You would need to use a macro - you can not add that type of custom field to the view - it can show the value but not let you pick from a list of values.

How many people will be using it? If more than a handful, it would be better to do it as an addin.
 

jozef

New Member
Outlook version
Outlook 2016 64 bit
Email Account
Exchange Server
Thanks!!... about eight people - Will try the macro route before.
Planning to use a user forms with a combobox that lists the project choices (Project 1...5) . Ideally would like this to work for not one, but multiple selected emails in the inbox view then launching the macro and applying the project value selected by the combo box in the userform that will pop up to all selected email to populate a new user defined field called PROJECT.

So assuming the the new User defined field to populate is PROJECT - this is what I came up with
Do you think this will work??????

For the user form:

Private Sub UserForm_Initialize()
With ComboBox1
.AddItem "Project 1"
.AddItem "Project 2"
.AddItem "Project 3"
.AddItem "Project 4"
.AddItem "Project 5"
.AddItem "Other"
End With
End Sub

Private Sub btnCommandButton1_Click()
lstNum = ComboBox1.ListIndex
Unload Me
End Sub
------------------------------------------------------------------------------------
For the Macro module

Public Sub MACRO111()
Dim currentExplorer As Explorer
Dim Selection As Selection
Dim obj As Object
Dim lstNum
Dim objProp As Outlook.UserProperty
Dim strPROJECT

Set currentExplorer = Application.ActiveExplorer
Set Selection = currentExplorer.Selection

UserForm1.Show

On Error Resume Next
For Each obj In Selection

Set objMail = obj
Select Case lstNum

Case 1
strPROJECT = "Project 1"
Case 2
strPROJECT = "Project 2"
Case 3
strPROJECT = "Project 3"
Case 4
strPROJECT = "Project 4"
Case 5
strPROJECT = "Project 5"
End Select

Set objProp = objMail.UserProperties.Add("PROJECT", olText, True)
objProp.Value = strPROJECT
objMail.Save

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

Err.Clear
Next

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

Diane Poremsky

Senior Member
Outlook version
Outlook 2016 32 bit
Email Account
Office 365 Exchange
I'll need to test it to be sure but it looks good just eyeballing it.
 

lookout

New Member
Outlook version
Outlook 365 64 bit
Email Account
Exchange Server
I have exactly the same question - I want to add a drop down list to the To Do list and have it work just like Priority currently does, i.e. when you click on the field, you are presented with pre-filled options (and you are NOT allowed to write your own text). You would then choose one of them - and if you don't click on the field, it simply defaults to your default option of choice. Please, hoping we can we find a way to get this kind of drop down field functionality other than by writing a VBA macro. For example, are there any other drop down fields (other than Priority) that exist in Outlook (that could be used in the To Do view even though they will have the wrong labels)? Or, can an existing Outlook text field or drop down field (other than Priority) be modified to turn it into a nice custom drop down field to use in the To Do view (e.g. can you rename the labels in an existing drop down field, like you can rename the name of the field)?
 

jozef

New Member
Outlook version
Outlook 2016 64 bit
Email Account
Exchange Server
I'll need to test it to be sure but it looks good just eyeballing it.
Hi Lookout -- yes there is a field called "sensitivity" that has four drop down fields: Normal, Personal, Private and confidential... they are probably the wrong labels for you and to have a field with the right labels one will need to use a VBA macro to allow the user to select a correct label from a drop dow created in a user form..

Hi Diane,

I tested what is shown below (after creating PROEJCT as a user defined field) but ....it does not work - The User Form doe appears with the correct drop down to select a project label but... when I click on a project and then on the commandButton1 then nothing happens and the user defined field PROJECT is not populated with the selection

Do I have to do something so that when i click on commandButton1, the lstNum index is sent to the macro Module from the user form? Does lstNum need to be public after the unload Me command in the macro? Am I saving the correct value in PROJECT? THANKS

---------------------------------------------USERFORM
Private Sub UserForm_Initialize()
With ComboBox1
.AddItem "Project 1"
.AddItem "Project 2"
.AddItem "Project 3"
.AddItem "Project 4"
.AddItem "Project 5"
.AddItem "Other"
End With
End Sub

Private Sub CommandButton1_Click()
lstNum = ComboBox1.ListIndex
Unload Me
End Sub

-------------------------------------------------------------------Macro Module

Public Sub MACRO111()
Dim currentExplorer As Explorer
Dim Selection As Selection
Dim obj As Object
Dim objProp As Outlook.UserProperty
Dim strPROJECT As String
Dim lstNum As Integer

Set currentExplorer = Application.ActiveExplorer
Set Selection = currentExplorer.Selection

UserForm1.Show

On Error Resume Next

For Each obj In Selection
Set objMail = obj
Select Case lstNum
Case -1
strPROJECT = "No Project selected"
Case 1
strPROJECT = "Project 1"
Case 2
strPROJECT = "Project 2"
Case 3
strPROJECT = "Project 3"
Case 4
strPROJECT = "Project 4"
Case 5
strPROJECT = "Project 5"
End Select

Set objProp = objMail.UserProperties.Add("PROJECT", olText, True)
objProp.Value = strPROJECT
objMail.Save
Err.Clear
Next

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

jozef

New Member
Outlook version
Outlook 2016 64 bit
Email Account
Exchange Server
I think lstNum is not transferred to the Module upon click of the button because if I put a MsgBox lstNum before
"Select Case lstNum" nothing is displayed - not properly declared or should I add an action upon click of the button?
 

jozef

New Member
Outlook version
Outlook 2016 64 bit
Email Account
Exchange Server
OK Solved - and got it to work - All good - Code below to help or to improve (would like a multiselection of projects ideally_

Items that should have been in the code for the user forms were put in the Macro code

-----------------the Userform code that contains a combo box and a button is:


Private Sub UserForm_Initialize()
With ComboBox1
.AddItem "Project 1"
.AddItem "Project 2"
.AddItem "Project 3"
.AddItem "Project 4"
.AddItem "Project 5"
.AddItem "Other"
End With
End Sub
Private Sub CommandButton1_Click()
Dim currentExplorer As Explorer
Dim Selection As Selection
Dim obj As Object
Dim objProp As Outlook.UserProperty
Dim strPROJECT As String

Set currentExplorer = Application.ActiveExplorer
Set Selection = currentExplorer.Selection

lstNum = ComboBox1.ListIndex

For Each obj In Selection
Set objMail = obj

Select Case lstNum
Case -1
strPROJECT = "No Project selected"
Case 1
strPROJECT = "Project 1"
Case 2
strPROJECT = "Project 2"
Case 3
strPROJECT = "Project 3"
Case 4
strPROJECT = "Project 4"
Case 5
strPROJECT = "Project 5"
End Select

Set objProp = objMail.UserProperties.Add("PROJECT", olText, True)
objProp.Value = strPROJECT
objMail.Save
Err.Clear
Next

Unload Me
End Sub

_________________________________________The Macro Code is just as per below:


Public Sub MACRO111()
UserForm1.Show

Set currentExplorer = Nothing
Set obj = Nothing
Set Selection = Nothing

End Sub
 

jadeadam

New Member
Outlook version
Older version
Email Account
Outlook.com (as MS Exchange)
I need to add a drop down rundown to the schedule and have it work very much like Priority right now does, for example whenever you click on the field, you are given pre-filled choices

party halls in chennai
 
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