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Outlook VBA macros let you automate repetitive tasks such as processing selected messages, creating reports, or responding to application events. The steps below apply to classic Outlook for Windows, including Outlook for Microsoft 365, Outlook 2024, Outlook 2021, Outlook 2019, and Outlook 2016.
They do not apply to new Outlook for Windows or Outlook for Mac. Those versions do not support Outlook VBA macros.
Before you start: check your Outlook version
VBA macros require classic Outlook. If you see a Developer tab, Visual Basic, or the classic Outlook ribbon, you are probably using the correct application.
New Outlook for Windows has a different interface and does not support VBA macros or the Developer tab. Outlook for Mac also does not support Outlook VBA macros. On some newer Windows computers, only new Outlook may be installed. In that case, install classic Outlook separately before following these instructions.
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1. Show the Developer tab
The Developer tab is hidden by default in classic Outlook.
- Open Outlook.
- Select File.
- Select Options.
- Choose Customize Ribbon.
- Under Main Tabs, select the Developer check box.
- Select OK.
The Developer tab should now appear in the Outlook ribbon. If the option is missing, confirm that you are not using new Outlook.
2. Create a basic Outlook macro
The quickest way to create a macro is through the Macro dialog.
- Select the Developer tab.
- In the Code group, select Macros.
- Enter a name in the Macro name box. For example, enter
HelloOutlook. - Select Create.
Outlook opens the Visual Basic for Applications editor and creates a procedure template. Replace the template with this test macro:
Public Sub HelloOutlook()
MsgBox "Hello from Outlook"
End SubMacro names cannot contain spaces. Use letters, numbers, and underscores, and do not begin the name with a number. Examples include ProcessSelectedMail, Archive_Old_Messages, and SendDailyReport.
3. Put a manually run macro in a standard module
A macro that you intend to start yourself from the Macros dialog should be a Public Sub in a standard code module. It should not normally be placed in ThisOutlookSession, a class module, or a form module.
To create a standard module:
- In Outlook, select Developer > Visual Basic.
- In the Visual Basic Editor, locate the Outlook VBA project in Project Explorer.
- Select Insert > Module.
- Paste or type your procedure in the new module.
For example:
Public Sub ShowMessage()
MsgBox "This macro is running."
End SubOnly public subroutines in suitable code modules are treated as normal Outlook macros. A Function, a Private Sub, or a procedure in a class or form module may not appear in the Macro dialog.
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4. Save the VBA project
Save your work in the Visual Basic Editor, or close Outlook and save when prompted.
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%AppData%MicrosoftOutlookThe project file is named:
VbaProject.otmOutlook supports one VBA project at a time. Because the project is stored locally, your macro will not automatically appear on another computer when you sign in to the same Microsoft account.
5. Run the macro
- Select Developer.
- In the Code group, select Macros.
- Select the macro under Macro name.
- Select Run.
For the sample macro, Outlook displays a message box containing “This macro is running.”
The Macro dialog also provides these useful commands:
Do these 3 things before closing this tab:
1Fix the driver behind crashes, sound loss and screen glitches2Clear out junk files and repair common Windows errors3Scan for outdated or missing drivers - takes under a minute| Command | What it does |
|---|---|
| Run | Runs the selected macro. |
| Step Into | Starts the macro in the VBA editor and executes it one line at a time. |
| Edit | Opens the selected procedure in the VBA editor. |
| Create | Creates a new macro. |
| Delete | Removes the selected macro. |
| Cancel | Closes the dialog without running a macro. |
6. Configure Outlook macro security
Outlook may block macros depending on its Trust Center settings.
- Select File > Options.
- Select Trust Center.
- Select Trust Center Settings.
- Select Macro Settings.
Common options include:
- Disable all macros without notification
- Disable all macros with notification
- Disable all macros except digitally signed macros
- Enable all macros
For a personal macro, Disable all macros with notification is generally the safer choice. It prevents macros from running silently while allowing you to recognize and permit trusted code when appropriate.
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Enable all macros is not a general troubleshooting fix. It can allow potentially dangerous code to run without confirmation. Also note that macro settings are application-specific: changing the setting in Excel does not change Outlook’s setting.
If the controls are unavailable or your changes do not persist, your organization may be enforcing macro security through policy. Contact your administrator rather than attempting to bypass the policy.
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7. Add the macro to the Quick Access Toolbar
You can run a frequently used macro without opening the Developer tab each time.
- Select File > Options.
- Select Quick Access Toolbar.
- In Choose commands from, select Macros.
- Select your macro.
- Select Add.
- Optionally select Modify to choose an icon and display name.
- Select OK.
The macro button will appear on the Quick Access Toolbar in Outlook.
8. Add the macro to the Outlook ribbon
For a more visible command, add the macro to a custom ribbon group.
- Open File > Options.
- Select Customize Ribbon.
- Select an existing tab, or select New Tab.
- Select New Group if you need a dedicated group for macros.
- Under Choose commands from, select Macros.
- Select the macro and choose Add.
- Select Rename if you want to change its display name or icon.
- Select OK.
Ribbon customizations are application-specific. A macro button added to Outlook will not automatically appear in Word or Excel.
9. Create an event-driven Outlook macro
Not every macro is launched manually. Event procedures run when something happens in Outlook, such as the application starting or new mail arriving.
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Application-level event code belongs in ThisOutlookSession, not in a standard module. To create a startup event:
- Select Developer > Visual Basic.
- In Project Explorer, double-click ThisOutlookSession.
- In the left object list above the code window, select Application.
- In the right procedure list, select Startup.
- Enter the event code.
Private Sub Application_Startup()
MsgBox "Outlook has started."
End SubSave the project and restart Outlook to test an application startup event. This procedure normally does not appear in the regular Macro dialog because it is a private event handler triggered by Outlook.
Events for other Outlook objects require an object variable declared with WithEvents, along with initialization code. They are more involved than a manually run Public Sub.
Common problems and fixes
The Developer tab is missing
Check File > Options > Customize Ribbon and enable Developer. If the check box is not available, you may be using new Outlook or Outlook for Mac, neither of which supports Outlook VBA macros.
The Macros command or Create button is missing
These commands are available in classic Outlook. They are not available in new Outlook. Switch to classic Outlook if it is installed, or install it separately.
My macro does not appear in the Macro dialog
Check each of these points:
- The code is in a standard module.
- The procedure is declared
Public. - It is a
Sub, not aFunction. - The procedure is not inside
ThisOutlookSession, a class module, or a form module. - The name contains no spaces.
- The code has no syntax errors.
- The VBA project is saved and allowed by macro-security settings.
The code runs from the editor but not from the Macro dialog
The procedure probably is not a listed macro. Move manually run code to a standard module and declare it as a Public Sub.
The event macro never runs
Confirm that the event procedure is in ThisOutlookSession, that its name and signature are correct, and that the project is saved. Restart Outlook when testing startup or application-level events. Macro security can also prevent the code from running.
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The VBA code turns red
Red text usually indicates a syntax problem. Look for an unmatched quotation mark, invalid characters, a malformed declaration, or a missing End Sub. Do not delete ThisOutlookSession simply because the editor highlights code.
Outlook displays security prompts
Some automation code can trigger Outlook Object Model Guard warnings, especially when it accesses address information, reads Outlook data in a sensitive context, or sends messages programmatically. Do not disable all programmatic-access warnings as a routine fix. Review the code and use an approved, controlled configuration if your organization requires automation.
The macro disappeared after moving to another computer
Back up or transfer the Outlook VBA project file, VbaProject.otm, from %AppData%MicrosoftOutlook, or export and import individual VBA modules. Outlook VBA was designed primarily as a personal macro-development environment, not as a packaged distribution format. Always keep a separate backup of important code.
FAQ
Can I create a VBA macro in new Outlook for Windows?
No. VBA macros are supported in classic Outlook for Windows, but not in new Outlook for Windows.
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No. Outlook for Mac does not support Outlook VBA macros.
Where should I put an Outlook macro?
Put a manually run macro in a standard module as a Public Sub. Put application event procedures, such as Application_Startup, in ThisOutlookSession.
Where does Outlook save macros?
Outlook normally saves its VBA project in %AppData%MicrosoftOutlookVbaProject.otm.
Why is my macro missing from the Macros dialog?
The procedure may be private, a Function instead of a Sub, or located in ThisOutlookSession, a class module, or a form module. Move it to a standard module and declare it as Public Sub.
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Should I enable all Outlook macros?
No. Enabling all macros is potentially unsafe. Use a notification-based setting where possible and run only code you trust.
The Bottom Line
To create an Outlook VBA macro, use classic Outlook for Windows, enable Developer, choose Developer > Macros > Create, and place a Public Sub in a standard module. Save the project, configure macro security carefully, and run it from the Macros dialog or a custom toolbar button. Use ThisOutlookSession only for Outlook event procedures.
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