Using VBA in Outlook to gather statistics on received emails
Solution 1
You could start with something like this
Sub EmailStats()
Dim olMail As MailItem
Dim aOutput() As Variant
Dim lCnt As Long
Dim xlApp As Excel.Application
Dim xlSh As Excel.Worksheet
Dim flInbox As Folder
Set flInbox = Application.GetNamespace("MAPI").GetDefaultFolder(olFolderInbox)
ReDim aOutput(1 To flInbox.Items.Count, 1 To 4)
For Each olMail In flInbox.Items
If TypeName(olMail) = "MailItem" Then
lCnt = lCnt + 1
aOutput(lCnt, 1) = olMail.SenderEmailAddress 'maybe stats on domain
aOutput(lCnt, 2) = olMail.ReceivedTime 'stats on when received
aOutput(lCnt, 3) = olMail.ConversationTopic 'group based on subject w/o regard to prefix
aOutput(lCnt, 4) = olMail.Subject 'to split out prefix
End If
Next olMail
Set xlApp = New Excel.Application
Set xlSh = xlApp.Workbooks.Add.Sheets(1)
xlSh.Range("A1").Resize(UBound(aOutput, 1), UBound(aOutput, 2)).Value = aOutput
xlApp.Visible = True
End Sub
If you want to add more data, just change the Redim
statement to accommodate more columns and add them in the If block. Once in Excel (or maybe Access or SQLServer if it's a lot of data), you can add a few calculations, like
=IF(LEFT(@Subject,3)="RE:","Reply",IF(LEFT(@Subject,3)="FW:","Forward","Original"))
Then pivot like crazy.
You need a reference to the Excel object library for the above code to work.
Solution 2
I'd take a step back further and use the log files from the mail server to answer this question.
Once a day, you could simply pull a report of all emails received by the mailbox. If you don't personally have access to them, then your mail administrator should.
Comments
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Jordan Wall almost 2 years
At work we use a shared Outlook mailbox to receive emails from our users, and at the moment we have a rota of who's turn it is to monitor the mailbox and reply etc. Our working hours have been 7am-5pm since we started the email address.
For the next 2 months we're trailing a change in hours where we (or should I say, myself only) will be monitoring the mailbox up until 11pm.
What I'd like to do is gather some statistics on the emails we receive to see if it is worth it from a business view to keep the later shift on after the trail.
What I was thinking of doing is using some VBA to check the emails in the inbox, and then break the data down into some stats for management, eg:
Monday 06/05/12: 49 emails received, 34 were replies, 15 were new At 7am received: 0 emails At 8am received: 1 emails ------ At 11pm received: 0 emails
etc
To work out if an email is an original or reply I think it's easiest to see if the subject starts with RE:? (I know it's not foolproof but I think it'll work for basic stats)
Has anyone done anything like this before? Is there an easy/right way of doing it?
Anyone got any tips/code samples that would be useful?
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Jordan Wall almost 11 yearsSadly our Exchange servers are outsourced, and it's not possible to request any logs from them :(
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Jordan Wall almost 11 yearsThank you, that worked :) Just need to find a slight change so that any emails from internal people show as their email address and not their AD full address of OU= etc
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Dick Kusleika almost 11 yearsThat should be easier. It's
Application.GetNamespace("MAPI").CreateRecipient(olMail.SenderEmailAddress).AddressEntry.GetExchangeUser.PrimarySmtpAddress
from forums.codeguru.com/…