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hi everybody this is Neil Malek from nap training and earlier today I was doing a webinar an important question came up the question came up how do I auto print attachments in Microsoft Outlook now you can with the rule print out the emails as they come in however print attachments requires a little bit of scripting to make this happen so what we're going to do in today's session is we're going to envision a world in which we receive an email and then we judge that email we figure out whether that email qualifies in our mind to have its attachments printed so there are a lot of questions that we could ask questions like who sent us this email what is the email about when was it sent what kind of attachments doesn't have etc and if those questions come back as being true that the bright person sent it to us or the right attachments were added then of course we'll send those attachments to the printer now to make this happen we're going to need a three step process the first process is to have a script that knows how to print attachments don't worry I've taken care of that for you and I will be including links at the end to show you the places where I got the different pieces of the script so I can combine it together into a useful end product the second thing we need to do is we need to go into Microsoft Outlook put that script into Outlook copy and paste it into Outlook and make sure that everything is set up appropriately so that it does the job it needs to do and finally we need to create a rule that's going to actually say hey do you see that script over there please run that script right now because the rule is what's going to do the judgment it's going to say ah I see this person sent us this email it has attachments on it so I'm going to now run that script that's copied into Microsoft Outlook for those of you who'd like to follow along you can download today's script from bi t ly slash outlook print attached if you ever used a bitly address before make a quick note its capital o in Outlook capital P in print and capital a and attach and that's actually an important piece it has to be capitalized appropriately you'll find a text file there that I'm using the copy and paste so let's go ahead and give it a shot first thing I'm going to do is open up this text file that I've just talked to you about as you can see it's a little script called attachment print and it's job is to go off take the files that are attached to this email and save them into a temp folder on your hard drive once those files are saved onto your hard drive then it's going to go through those attachments and determine whether or not it should print them as you can see here we've got a little for each attachment for each attachment that's on that email what we're going to do is we're going to figure out what file type it is it's going to take the last four characters of the file name and say if it ends in this then it's this type of file as you can see right here we use those last four characters right here we say in this script I would like to find anything that ends in dot do-si-do CX dot XLS xlsx PBT PBT X and dot PDF and I'd like to print those note that anything that's excluded from this list won't get printed that's also very important if you wanted to print anything that wasn't included in this list just make sure that you create a four-letter string that adds on to this and if you didn't want to print something like maybe you didn't want to print a PowerPoint presentation you could remove those extensions and it would not print those possibilities now that we've got the script let's figure out where to put that script I happen to be in Outlook 2016 but these steps are exactly the same for 2010 and 13 as well the first thing we have to do is we have to get the Developer tab up on the top of our screen as you can see I don't have a developer tab right now so the way that I get it is that go to the ribbon at the top right click on it and choose customize the ribbon by using customize the ribbon as you can see there's a checkbox that says developer on it I'm going to click that checkbox to enable the Developer tab and click OK ok so we've got a Developer tab at the top of our screen and you can see that on the far left-hand side we have macros and visual basic mentioned you'll also want to take a moment here under macro security and figure out whether you want to have your macros enabled or disabled so I'm just going to go ahead and let all macros have notifications pop up as they try to be executed then I click on the visual basic window on the left and as you can see a new window for this outlook session note that entry over here on the Left gets added it's basically a blank sheet of paper this is where you're going to paste your script if this isn't up by default simply double click the entry this outlook session here on the left and it will open in the middle part of your screen so now we go grab that little script I'm just going to do a quick selection of the whole thing and copy it and then paste it into this window the only thing you really have to worry about at this point is making sure that nothing turns red if you see any red in this window you know that something went wrong as long as all you see is blue black and green then you know everything is just fine there's one more step that we have to do here we have to enable something called the scripting engine so we're going to go to tools up at the top of the screen and choose references and on this references window we have to scroll down to the section labeled Microsoft there we go and specifically the Microsoft scripting library our scripting runtime excuse me the Microsoft scripting runtime to be enabled by clicking the checkbox and then click OK once this is all done once you've done the copy and paste in edited this line if you felt like you needed to and turned on that reference for the Microsoft scripting runtime now it's time to save and close the window so the script is there for you and you want to go ahead and use that script the way we're going to use the script is by creating a rule to click to create this rule I click on the rules drop down menu on the Home tab and click on manage rules and alerts and what I want is to have a new rule print attachments from somebody so I'll click on new rule here on the left hand side and choose apply rule on messages I receive all emails that come into my Inbox are going to be judged as to whether the criteria is true or not I click Next what is the criteria that you have in mind now yours might be very different from mine I'm going to say that Robbie Silva is a very important client of mine and if he sends me attachments I want to print those attachments yours might be some sort of automated system that you know when that automated system sends you an email you have to print out the files that are attached to that or it might be your boss or could be just about any criteria under the Sun so from me in my situation I'm going to click the checkbox that says from people or public group click people or public group down here at the bottom and put in the email address that I'm interested in and I'm also going to come down here where there's a checkbox for which has an attachment so any emails that come in from Robbie Silva that have attachments are going to have something happen to them again these conditions aren't the part that's going to be the same between all of us the conditions are what's going to be unique it's on the next panel if I click next right here that we're all going to the same thing we're going to click the check box for run a script so what do you want to do with the message I want to run a script and the only way this works is if you've copied and pasted the script in the previous step of the exercise so I click on the words a script down here and I note that that print attachment script that I just copied and pasted it in is listed right here I click OK and as you can see it says this outlook session dot attachment print that's exactly what I just copied and paste it in so I'm looking pretty good click Next this is where exceptions come into play if you can think of any exceptions to this rule feel free to build them at this point but I can't think of any so I'm not going to do anything right here then click Next and give it a name that means something I'm going to say print attachments from Robbie Silva and then click finish this window that pops up just as letting you know that if outlook isn't running then the rule isn't going to run either click OK and click OK so now it's time to test whether or not this works so I happen to have the Ravi Silva email accounts I'm just going to click on new up here at the top of the screen and send a new email and of course I need to attach some files to it now I've made a big deal in the previous step of the exercise that it included dot pptx as a file extension that it would print but it did not include other things so I'm going to now attach both a PowerPoint presentation and as you can see right here I'm going to attach a txt file as well so based off of my script the way that script is written it should print anything that is a PowerPoint presentation but this text file that I've also attached should not get printed let's see whether it works I click the send button and I wait for that to work or not work in my Inbox so I should get a new email from Ravi and it should instantly send the PowerPoint presentation to the printer so as you can see it opened the PowerPoint presentation in PowerPoint not only that but it's see it says right here that it's trying to send that to my OneNote account which happens to be my default printer so you can see there that it's done exactly what I want it to do it hasn't printed the text file but it is attempted to print the PowerPoint presentation