On this tutorial, I’ll present you the right way to create Outlook appointments from just a few Excel information. By saving the supply knowledge within the comma-delimited format after which mapping that knowledge to Outlook fields, you possibly can import most knowledge into the suitable Outlook merchandise with little effort. If it’s essential transfer knowledge from Excel into Calendar in Outlook repeatedly, it’s best to contemplate automating the method to save lots of time.
I’m utilizing Microsoft 365 Desktop on a Home windows 10 64-bit system for this tutorial. You possibly can work with your individual Excel knowledge or obtain the straightforward demonstration .xlsx file. Please be aware that Outlook.com doesn’t help this method.
SEE: Demo: Be taught The way to Import Excel Data Into an Outlook Calendar
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This text has a selected purpose: to import Excel knowledge into an Outlook appointment. Utilizing .csv knowledge and Outlook’s wizard, you possibly can import a lot of totally different knowledge into totally different Outlook gadgets. For a listing of probably the most generally used Outlook appointment subject names, check out the desk under. This will probably be notably helpful for power users of Microsoft Office products.
This desk is just not complete by any means, however it’s a useful place to begin for customers who need to transfer knowledge from Excel to Outlook. Outlook shops values with a Sure/No knowledge kind as -1 and 0, respectively.
Most typical Outlook appointment subject names
| All Day Occasion | Sure/No. If set to Sure, the Length subject is about to 24 hours (1440 minutes). |
| Attachment | Sure/No. |
| Created | Date/Time. Date and time the calendar merchandise is created. |
| Length | Length saved as minutes. 24 hours (1,440 minutes) if the All Day Occasion subject is about to Sure. In any other case, the distinction between the values of the Finish and Begin fields. Saved as minutes. |
| Finish | Date/Time. Finish date and time of a calendar merchandise. |
| Modified | Date/Time. Final time the calendar merchandise was modified. |
| Notes | Textual content. Worth of the textual content field of the appointment. |
| Learn | Sure/No. Specifies whether or not the calendar merchandise is marked as learn. |
| Recurrence | The next settings apply: 0 None, 1 Every day, 2 Weekly, 3 Month-to-month, 4 Yearly |
| Recurrence Sample | Textual content. Mixture of the values of the Recurrence, Begin and Finish fields. |
| Recurrence Vary Finish | Date/Time. Final date and time of a recurring calendar merchandise. |
| Recurrence Vary Begin | Date/Time. First date and time of a recurring calendar merchandise. |
| Recurring | Sure/No. Specifies whether or not the calendar merchandise recurs. |
| Remind Beforehand | Quantity. Minutes earlier than the reminder runs previous to a gathering or appointment. |
| Reminder | Sure/No. If the beginning time for the assembly or appointment has already handed, the Reminder subject can’t be set. |
| Reminder Sound File | Textual content. Path of the sound file to play as a reminder. |
| Textual content. Path of the sound file to play as a reminder. | The next settings apply: 0 Free, 1 Tentative, 2 Busy, 3 Out of Workplace |
| Begin | Date/Time. Begin time of a calendar merchandise. |
SEE: 3 Methods to Discover the Present Day in Outlook Calendar Views
Getting ready the Excel knowledge
In older variations of Outlook, you possibly can import straight from an Excel workbook file, however that’s not the case in the latest variations. Earlier than you possibly can import Excel knowledge into Outlook utilizing Microsoft 365, you need to save that knowledge to comma-separated (delimited) format or .csv.
SEE: The way to Rapidly Import a .txt or .csv File Into Microsoft Excel
As an instance this course of, we’ll use the straightforward knowledge set proven in Determine A. You’ll see that there’s significant textual content to establish the appointment, the appointment date, and time values. The dates and occasions may be strings or Date/Time values as a result of Outlook may be very versatile.
The demonstration .xlsx file accommodates just one sheet as a result of that’s all of the .csv function helps. Excel received’t mean you can save a multiple-sheet workbook to .csv format. If you happen to strive, Excel will show an error message.
The demonstration sheet makes use of a Desk object to prepare the info, however you possibly can additionally use a traditional knowledge vary. Regardless that the information are sorted by date, Outlook doesn’t require a sorted knowledge set for this method to work.
Now, let’s save this sheet to .csv format as follows:
- Click on the File tab and select Save As within the left pane.
- Change the file title, if obligatory, however Excel received’t write over your Excel workbook file — it would as an alternative create a brand new .csv file.
- From the File Kind dropdown, select the CSV (Comma delimited) (*.csv) possibility (Determine B). The import job will fail if the .csv file is open. Use the UTF-8 model should you’re importing particular characters.
- Click on Save. You possibly can ignore the doable knowledge loss error if proven. Remember to be aware the placement of the file if there’s any likelihood you received’t bear in mind the place it’s.
- Shut the .csv file you simply created. Outlook received’t import the info if the .csv supply file is open.
With this format, now you can import csv into Outlook calendar.
Importing the info into an Outlook calendar
Now it’s time to open Outlook and put together to import the information within the .csv file. You can be importing them into an Outlook calendar utilizing a wizard. Throughout this course of, you’ll map the Excel values to Outlook appointment fields.
By map, I imply to attach one Excel subject to 1 Outlook subject. You’re telling Outlook the place to retailer the Excel values inside Outlook. An Outlook subject is just like an Excel cell, but it surely’s rather more concerned. It has a reputation, a knowledge kind and different figuring out options. Outlook even helps user-defined fields.
To launch the wizard, open Outlook if obligatory after which click on the File tab, select Open & Export within the left pane after which click on Import/Export from the Open part proven in Determine C.
Now, run the wizard as follows:
- Within the wizard’s first pane, select Import From One other Program Or File (if obligatory) and click on Subsequent.
- Select Comma Separated Values and click on Subsequent.
- Click on the Browse button and work by means of the folder construction to pick the .csv file you created earlier. Determine D exhibits the demonstration file.
- Click on OK after choosing that file, and the wizard returns to the identical pane, which additionally permits you to decide how Outlook offers with duplicates within the .csv file. There received’t be any in our instance, however when making use of this to your individual work, you’ll need to select appropriately. For now, settle for the default possibility, Enable Duplicates To Be Created, and click on Subsequent.
- Choose calendar (Determine E) and click on Subsequent. You probably have a couple of calendar, you’ll want to choose the suitable one.
- The wizard will present the file to import. It’s essential to click on the small sq. to the left of the file title to show the checkmark. If you happen to don’t see this examine (Determine F), the wizard received’t go any additional. When you click on it accurately, the wizard would possibly open the mapping dialog routinely. If that occurs, you don’t must click on Map Customized Fields as described within the subsequent step.
- Click on on the Map Customized Fields possibility. This step might not be obligatory, relying on the end result you had throughout step six.
- At this level, you need to match the Excel values to an Outlook appointment subject. We talked about earlier that this course of is known as mapping. The left pane lists the Excel fields, whereas the suitable pane lists the calendar fields.As you possibly can see in Determine G, Outlook maps three of the fields accurately for you: Begin Date, Begin Time, and Finish Time. That’s as a result of the Excel subject names are the identical because the Outlook subject names.
- There’s no equal to the Process subject, so you need to map this subject manually. To map the Process subject, merely drag it from the left pane to the suitable pane (Determine H) and map it to the Outlook Topic subject. It’s possible you’ll must repeat this step for another fields that didn’t map routinely.
- If you’ve mapped all of the fields, click on OK after which End to set off the import. Determine I exhibits the newly created appointments.
There are two issues price noting at this level. First, did you discover the phantom character in Process within the mapping dialog? If you happen to see one thing like this, it would virtually all the time be within the first subject. It’s a formatting code that Excel did not take away whereas changing to .csv. You possibly can ignore it. If you happen to do have bother importing after mapping, strive opening the .csv file and re-entering the sphere names.
Second, should you import the identical Excel information, Outlook will duplicate the appointment. If you happen to change the duplication possibility proven in step 4 to Do Not Import Duplicate Gadgets, it received’t do that.
SEE: Microsoft Excel from Beginner to Advanced: Crash Course
Are you able to export Outlook calendar to Excel?
Sadly, there’s no native course of for making a dynamic hyperlink between Excel and Outlook or to export Outlook calendar to Excel. As you replace the Excel file, you need to repeat the method I’ve outlined on this article. Nevertheless, if this occurs usually sufficient, you should use Microsoft Energy Automate to create a move that may automate the method.
We’ve created a number of assets if you wish to study extra in regards to the software, together with the right way to ship a scheduled Microsoft Excel report electronic mail utilizing Energy Automate and the right way to schedule emails utilizing Microsoft Energy Automate.
Incessantly requested questions
Can I sync Excel to a calendar?
Sure, you possibly can sync knowledge in Excel to calendars in Outlook by saving your Excel knowledge right into a .csv format after which importing it into your calendar utility.
Does Excel have a built-in calendar?
No, Excel doesn’t have a built-in calendar. Nevertheless, it has a built-in function for creating calendars. You possibly can construct one from pre-made templates or manually create one utilizing formulation to populate the dates or through its Date Picker possibility.
How do I convert Excel knowledge to a calendar?
To show Excel knowledge right into a calendar, you possibly can create a desk in Excel with columns for Date, Time, Occasion, Location, and so on. Then, save the info as a .csv file. Subsequent, import the .csv file into your most popular calendar utility by following the particular directions supplied by the applying. It’s possible you’ll must map the columns within the .csv file to the corresponding fields within the calendar utility for a easy import course of.
How do I import calendar entries into Outlook?
You possibly can often import calendar entries from Excel to calendars in Outlook by opening Outlook and choosing File > Open & Export > Import/Export. From there, select Import from one other program or file and choose the .csv file containing the calendar entries. Observe the prompts to finish the import course of, guaranteeing you map the info fields accurately for correct entry switch.
The way to auto-populate a calendar in Excel?
To auto-populate a calendar in Excel, begin by making a desk to signify your calendar and enter the beginning date. Then, generate dates utilizing an Excel system and populate the times of the week within the subsequent column. Subsequent, auto-fill different info, corresponding to occasions, duties, or notes for particular dates. It’s also possible to apply conditional formatting to focus on particular days, weekends, or holidays.