Excuse my bad english....

At my work Outlook is connected to the telephone system. If we register for
instance "TJR:" as the four first digits in the item-box when we register a
new appointment, the telephone will be locked. We have several other
three-digit-codes which end with a colon. This works fine.

I have asked our IT-developers to add - quite another - function. If I enter
BEF: as the four first digits in the item-box, I want the telephone to be
locked AND that the system at the same time sends me an e-mail. (In this
standard designed e-mail all employees will be reminded to check out
different issues which is related to this kind og appointment).

...or are there any other smart solutions?