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Tuesday, August 17, 2010

Outlook Macro... quick way to save the mails

I am currently using Outlook 2003 to check my emails.  I have a case wherein I need to send the mail as an attachment to other user.  The steps  I used to do are :
  • Open the mail
  • Click File > SaveAs and save the mail as outlook message format
  • Compose a new email and add this mail as attachment ( *.msg)
Since I was doing this quite often, I thought of writing a macro to quickly help me to do this. I completed it and thought of sharing with you. The code snippet given below

''''Saves the current mail in msg format for easy sending
''''Created by Senthil - Aug 16 2010
Public Sub SaveThisMail()

Dim pathString As String
Dim fullPath As String
Dim itemMessage As String
Dim fName As String ''' Only the file name
Dim selObject As Object

pathString = "C:\Documents and Settings\xxxxx\My Documents" --- Change the path here as per your need

Set selObject = Me.ActiveExplorer.Selection.Item(1)

If (TypeOf selObject Is Outlook.mailItem) Then
    Dim mailItem As Outlook.mailItem
    Set mailItem = selObject
End If

fName = Format(Now(), "ddMMYYYYHHmmss") & ".msg"
fullPath = pathString & "\" & fName

'''Save the mail
mailItem.SaveAs fullPath, OlSaveAsType.olMSG

'''To open the place where the file is located
Dim a As String
a = MsgBox("Saved successfully (File name: " & fName & " ). Want to see the location?", vbYesNo + vbDefaultButton1, "Save successful")

If a = vbYes Then
    retVal = Shell("explorer.exe " & pathString, vbNormalFocus)
End If
End Sub

What you need to do?
Open Outlook and select Tools>Macro> Visual Basic Editor

Paste the code written above in the "This Outlook Session" ( Please remember to edit the red line in the code as per your need)

Save the project and close it.

Now we will add a small button to the standard mail window. Open any mail and right click at the tool bar ( any icon). You will get a menu as shown below

Click Customize. Now go to Commands tab and  go to Macros and select the macro SaveThisMail()

Simply drag the Command to the tool bar. Now you have the button ready at the tool bar.  See below the screen.

Now you are good to go. Whenever you want to save this mail as .msg, simply click this button and the mail will be saved in your prescribed folder. You will be prompted to open the location and you can quickly select the file from the location. 

(Note: Since this is a macro, whenever you open the Outlook, you will be prompted to Enable or Disable the macro.  Enable the macro to have the above function working. Click the images if you want to see bigger)

Tuesday, August 10, 2010

Security in GMAIL

You are browsing your gmail and suddenly some visitors come in. You left the screen as it is and went to get a drink for him.

At this time, visitor started browsing the website and there is a chance that he might see your gmail and email content.
This solution helps you to hide the emails temporarily and you can keep some important emails hidden.

What you need to do?
Go to Settings in your GMAIL:

Create a filter and hide it. How it is?

I will go with an example. If you want to keep the mails from hidden, do as follows.

Create a label in GMAIL with some specific name – I go with name “hidden” here for example

Create a new filter so that all mails from AA are labeled as “hidden”. Check the following:
  • Also apply filter to X conversations below
  • Skip the inbox (Archive it)
  • Apply the label ( select the label here “hidden”)


Go to Labels and select hide.

Now if you go to inbox, mails from AA will not be shown. And the label “hidden” will also not be shown in the main screen.

How to see the mails which are hidden just now ? Do I need to go and activate it back from the settings which are again painful?

My answer is NO. Just go to inbox, in the search type “label:hidden”. Hurray – all the mails which are labeled with this are shown now.

(Tip: In similar lines, if you want to see only “UNREAD” mails, go to search bar and type “label:unread” and you will be only shown all the unread mails. And Inbox is also one of the default lable in gmail).