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How to automatically reply to received messages when you are busy in Outlook?

Sometimes, you want to automatically reply to the received messages in Outlook while you are busy in a period. But there is no built-in function that can handle this job, however, here I have a VBA code to deal with it.

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Auto reply when you are busy with a VBA code


Auto reply when you are busy with a VBA code

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Here is a VBA code, which will auto reply while there are some appointments in your Outlook calendar, if there is nothing in the calendar, it stops automatically replying.

1. Press Alt + F11 keys to open Microsoft Visual Basic for Applications window.

2. Double click at ThisOutlookSession from the Project1 pane, copy and paste below code to the script.

VBA: Autoreply while you are busy in calendar

Public WithEvents xInboxItems As Outlook.Items

Private Sub Application_Startup()
Set xInboxItems = Outlook.Application.Session.GetDefaultFolder(olFolderInbox).Items
End Sub

Private Sub xInboxItems_ItemAdd(ByVal Item As Object)
'UpdatebyExtendoffice20180418
Dim xMailItem As Outlook.MailItem
Dim xReplyMailItem As Outlook.MailItem
Dim xReplyHTMLBody As String
Dim xAppointments As Outlook.Items
Dim xFilter As String
Dim xRestrictAppointments As Outlook.Items
Dim xAppointment As Outlook.AppointmentItem
Dim xDateFormat As String
On Error Resume Next
If TypeOf Item Is MailItem Then
    Set xMailItem = Item
    Set xReplyMailItem = xMailItem.Reply
    xReplyHTMLBody = xReplyMailItem.HTMLBody
    Set xAppointments = Outlook.Application.Session.GetDefaultFolder(olFolderCalendar).Items
    xAppointments.Sort "[Start]"
    xAppointments.IncludeRecurrences = True
    xDateFormat = Format(Now, "ddddd h:nn AMPM")
    xFilter = "[Start]<= '" & xDateFormat & "' AND [End]>= '" & xDateFormat & "'"
    Set xRestrictAppointments = xAppointments.Restrict(xFilter)
    If TypeName(xRestrictAppointments) = "Nothing" Then Exit Sub
    For Each xAppointment In xRestrictAppointments
        If xAppointment.BusyStatus = olBusy Or olOutOfOffice Then
            xReplyMailItem.HTMLBody = "<HTML><BODY>I'm Sorry that I can't respond to you right now. I'll reply to you later.</HTML></BODY>" & _
                                      xReplyHTMLBody
            xReplyMailItem.Send
        End If
    Next
End If
End Sub

3. Save this code and restart the Outlook. From now on, if the emails are receiving in the time range of your appointments, an auto reply will be sent.

Tips:

(1) In the code, you can change the reply body as you need in this script "I'm Sorry that I can't respond to you right now. I'll reply to you later." & _

(2) This VBA macro can automatically reply emails received in the Inbox of default data file.


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  • Auto CC/BCC by rules when sending email; Auto Forward Multiple Emails by custom; Auto Reply without exchange server, and more automatic features...
  • BCC Warning - show message when you try to reply all if your mail address is in the BCC list; Remind When Missing Attachments, and more remind features...
  • Reply (All) With All Attachments in the mail conversation; Reply Many Emails in seconds; Auto Add Greeting when reply; Add Date into subject...
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