HowTo Record gas mileage for Appointments, Meetings, Contacts and Tasks

Even though Outlook has a field to record mileage for various items, aside from the Tasks item, it is nearly impossible to fill it out quickly.

While you could customize your Appointment and Contact forms or create a Form Region to make the field more readily available, those solutions are a bit of overkill just for this field alone. Another way to enter it would be to use a list view and enable in-cell editing but that would be quite cumbersome when you need to do it on a regular basis.

This guide contains a code sample which you can use to quickly log and retrieve your mileage for a selected or opened Appointment/Meeting, Contact item or Task.

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HowTo Creating a new appointment based on an existing one

New Appointment buttonUnlike the Contacts module, which has a feature to create a new contact from the same company, the Calendar module doesn’t hold a feature to directly create a new appointment based on the current one. If there is no direct recurrence pattern, having such an option for appointments can be useful so you can use it as a template.

Luckily, with some VBA, it is fairly easy to create a new appointment based on an existing one similar to that of creating a new contact from the same company.

This guide provides you with that VBA code and not only explains how to implement it but also explains how to configure which appointment properties should be copied to the new appointment.

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HowTo Shift multiple Appointments to a different time

There can be various reasons why you might need to move multiple appointments or meetings at once while wanting to maintain their mutual offset such as:

  • Swapping your regular free/work day, illness, Holiday or another change of schedule
  • A sync with a mobile device or published calendar website gone wrong
  • Change of time zone and you want to move back some items to their original time rather than be recalculated based on the new time zone (your morning run, or medicine time)
  • DST madness or when the Time Zone Data Update Tool (32-bit, 64-bit) fails.

While it is easy enough to move around just a few appointments in one go, moving around a larger set is quite cumbersome. To cope with that, you can quickly move them all with the same offset with the VBA macro from this guide.

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HowTo Printing a yearly calendar with Holidays and Birthdays

When you look at the printing options in Outlook, you’ll find that there is no Calendar Style a yearly calendar. Microsoft has published several yearly calendar templates for Word, Excel and PowerPoint but these are all static and thus do not contain any key dates that you have stored in Outlook such as Holidays, Birthdays and Anniversaries.

Outlook itself can only print up to monthly calendars and while you could print multiple months on a single sheet of paper, they are still not very attractive to look at for an entire year.

A solution would be to use the Calendar Printing Assistant which is a free program from Microsoft which supports Outlook 2007 and Outlook 2010. It contains various, visually appealing, Yearly Calendar templates which can be customized and include information that you’ve stored in Outlook.

This guide provides instructions on how to print a yearly calendar with key dates such as Holidays and Birthdays and also contains exclusive templates to further improve the printing output.

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HowTo Reporting time spent on Meeting, Task and Journal items

Calculating time spent on and creating reports of Meeting, Tasks and Journal items is quite a common request of people who plan and record everything in Outlook.

Sadly, the reporting features within Outlook are quite limited. While there is a duration field, Outlook cannot directly make calculations with that.

To make calculations within Outlook, you’ll need to create a custom macro. In this guide you’ll find the VBA-code needed to create such a macro. The macro calculates the total amount of time spent on the selected items and returns the answer in a message box.

If you need to create an actual report with more details, then you can make such reports with help of an export to Excel or by using a reporting add-in.

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HowTo Driving directions for meeting locations