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Understanding Automation Options
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Outlook 2007 has a number of built-in automation options that allow the application to perform certain tasks for you. For example, the Rules Wizard automatically moves, copies, and forwards e-mail messages; and the Organize pane automatically color-codes e-mail messages and deals with junk and adult e-mail messages. The Out Of Of ce Assistant acts as an answering service when you re away.
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For information about these examples of built-in automation options, see 11, Processing Messages Automatically , and Creating Automatic Responses with the Out Of Of ce Assistant in 13.
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If a built-in option can accomplish the automated task you require, it should be your rst choice. By using a built-in option instead of a custom one, you minimize problems that can occur if you need to reinstall Outlook 2007 or use Outlook 2007 on multiple machines. Using standardized options also guards against compatibility problems with upgrades to Outlook 2007.
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29 Automating Common Tasks
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If none of the automation options does the trick, however, you can accomplish just about any customization by using VBA. This chapter focuses on the use of VBA procedures known as macros to automate common tasks.
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For detailed information about using VBA with Outlook 2007, see Article 7, Using VBA in Outlook, and Article 8, Integrating Outlook and Other Applications with VBA, on the companion CD.
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Understanding Macros
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So just what is a macro In general terms, a macro is a number of commands grouped together to execute a particular task. Macros are like small programs that operate within other programs. Macros have been around for a long time, and all 2007 Microsoft Of ce system products support them at some level. In Outlook 2007, macros are implemented as VBA procedures that are not linked to a particular form and are available from anywhere in Outlook 2007. In Outlook 2007, you manage macros in one of two ways: by using the Tools menu, which contains a Macro submenu, or by using commands in the Code area on the Developer tab. To display the Developer tab, open an Outlook 2007 item, click the Microsoft Of ce Button, and then click Editor Options. On the Popular page, select Show Developer Tab In The Ribbon, and then click OK.
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Using Macros
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Macros are most useful for tasks that must be performed repeatedly without change. Even so, because a macro contains Visual Basic code, it can be exible and can respond to variables or user input. With the power of scripting, a macro can accomplish a task in the most ef cient way in response to speci c conditions.
CAUTION
29
Macros can be extremely powerful. This power can be a great asset for you, but it can also mean that any problems can become serious ones. Like many other things, macros can be dangerous when used improperly. Inexperienced programmers should take great care when writing and using macros in Outlook 2007.
Following are the three basic programming elements you can work with in an Outlook 2007 macro:
Object An object is a particular part of a program, such as a button, a menu item,
or a text eld. Objects make up any element of Outlook 2007 that you can see or work with. An object has properties, and how you set these properties determines how the object functions.
Using Macros
Property Any part of an object its color, its width, and its value is part of the set
of attributes that make up its properties.
Method A method is a task that an object carries out, such as showing a form
or reading le information. Methods can be modi ed based on user input or the value of certain properties. In general, a VBA macro either determines or modi es the value of an object property or calls a method. Macros, then, are nothing more than simple programs that use VBA to access or modify Outlook 2007 information.
Note
Before you can work with macros, you might need to con gure macro security settings. For information about con guring macro security, see Setting Macro Security later in this chapter.
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