Generate structured meeting invites rapidly with a macro in Outlook

Do you find yourself spending hours creating meeting invites that have a similar structure, over and over again, or do you, often miss details, that clearly describe the purpose, objectives and expected outcome?

Let's face it, there's better ways to spend your time. Well, with this simple productivity hack, you'll cut the time down and you'll get better contribution, engagement and outcome from your meetings.

In this tutorial, I'll show you how to create a simple macro, which will allow you to easily create semi-automated meeting invites, based off a template, by providing only the critical information, through simple prompts, that you can launch from anywhere in Outlook.

On this page

1. Watch the video tutorial

2. Introduction and summary

3. Step by Step instructions

   1. Open Outlook

   2. Open Visual Basic Editor in Outlook

   3. Create a shortcut to the Macro in Quick Access Toolbar

   4. Run the Macro from the Quick Access Toolbar shortcut

   5. Create a new Module in Visual Basic Editor

   6. Get the VBnet Code Snippet for Outlook Macro

   7. Add the VBnet Code Snippet to the Module in Visual Basic Editor

   8. Run the Macro in Outlook

   9. Editing the Template and/or Macro

4. Closing statement

Watch the video tutorial

Introduction and Summary

This tutorial might be useful for any PC user who:

1. uses Microsoft Outlook and who creates a lot of meeting invites

2. uses Microsoft Outlook and is looking at creating Macros to help streamline repetitive tasks.

There are a few things I won’t be covering in this tutorial, like:

1. How to copy and paste

2. How to install or open Microsoft Outlook

3. What Macros are and specific security considerations around using Macros

4. How to code in VBnet or any other programming language

5. How to get the best outcome from your meetings or similar

I’ll show you how to:

1. Create and Save the Macro

2. Run the Macro

3. Create a shortcut to the Macro to execute anywhere from Outlook

4. Edit the structure and tone of the template

To successfully implement this tutorial you’ll need to have a general understanding of PCs and Outlook and know how to create Meeting invites.

If you need help, please leave a comment in the comments and I'll respond as best as I can.

Step by step instructions

ok, so let’s start the tutorial.

1. Open Outlook

First, you’ll need to open outlook, and it doesn’t matter what section you are in.

2. Open Visual Basic Editor in Outlook

Then, go to your file menu and select developer.

If the Developer Menu is not available refer to this article on Microsoft Support

In the developer ribbon, you’ll see the Visual Basic button, click on the this to Open the Visual Basic editor.

You may see a 'Microsoft Outlook Security Notice' prompt. You will need to Enable Macros.

Once you are in the Visual Basic Editor you should see the left project panel with a Microsoft Outlook Object in it.

3. Create a new Module in Visual Basic Editor

Right click on 'Modules' in the project navigation panel and insert > Module to create a new Module.

You should see a new blank module open.

4. Get the VBnet Code Snippet for Outlook Macro

Once you have inserted the module you can now go and get your VBnet Macro code which I have provided a download to below.

CreateMeetingInvitation VBnet Code.txt

Download TXT • 6KB

5. Add the VBnet Code Snippet to the Module in Visual Basic Editor

Select all and copy the entire code from the download into the clipboard and paste it into the module.

Once you have pasted it into the module you can save the file.

The Macro will now be saved and ready to run.

6. Run the Macro in Outlook

So, go back to outlook, and go back to the Developer Ribbon and select the Macro ‘Create Meeting invitation’ from the Macros drop down.

• Click the Create Meeting Invitation macro to start running the Macro.

• Once the macro runs it will open a few input box prompts, each prompt requesting you to provide specific information for the meeting invite.

• Enter the required information into each prompt and click OK to continue to the next prompt. Or, click cancel to stop the creation of the meeting invite.

• The first prompt requests you to provide the DATE of the meeting

• The next prompt requests you to provide the START TIME of the meeting

• The next prompt requests the DURATION for the meeting

• The next prompt requests the SUBJECT for the meeting

• The next prompt requests you to provide WHO TO ADDRESS TO

• The next prompt requests you to provide the PURPOSE for the meeting

• The next prompts request you to provide the OBJECTIVES for the meeting... You can enter one or more objectives, or leave an objective empty and click ok to go to the next Prompt

• The next prompt requests you to provide the EXPECTED OUTCOME for the meeting...

• The next prompts request you to provide any PREREQUISITES that might be required from the participants to prepare for the meeting... You can enter one or more prerequisites, or leave a prerequisite empty and click ok to FINISH and generate the meeting invite

7. Create a shortcut to the Macro in Quick Access Toolbar

Now, to add a shortcut to run this macro, go to the Customize Quick Access Toolbar, and select 'More Commands' from the Customize Quick Access Toolbar drop down menu.

In the Outlook Options panel, choose Macros from the 'Choose commands from:' drop down menu. This will filter the list to only macros.

Select the 'Create Meeting Invitation' macro and click 'Add' to add to the Customize Quick Access Toolbar.

• Then, click OK, to close the Outlook Options panel.

• You will now see a new icon, with a shortcut to the Macro, in the Quick Access Toolbar.

8. Run the Macro from the Quick Access Toolbar shortcut

You can click this icon from anywhere in Outlook to run the Create Meeting Invitation Macro.

9. Editing the Template and/or Macro

• You can choose to edit the structure or change the tone of the template.

• To do this go back to the Visual Basic Editor and edit the createMeetingInvite module.

• You should be able to easily read the structure in the code.

• At the top of code all the variables are set

At the bottom of the code the meeting invite is created with the structure of the template and tone.

Closing statement

I hope this tutorial helps you improve your productivity, and you get better outcomes from your meetings, please leave any feedback in the comments.

Thanks for reading, cheers for now.