Upload a List Into Outlook 2017 From Excel

I am an accountant and love to work in Excel. My wife and I accept our own custom invitation and photography business.

Outlook Calendar

Eric Cramer

One of the great things nearly Microsoft Role products is the ease with which data can exist moved from product to product. For instance, Excel can business firm a list of names and addresses that can be mail merged into Word as function of a standardized letter or as mailing labels. Microsoft Admission tin can import from Excel also as consign data to Excel. Some other cool way to transfer data from one Office product to another is to import a Calendar from Excel in Outlook.

Reasons to Import a Calendar From Excel to Outlook

Importing a calendar from Excel to Outlook does non make sense in every case. If y'all are entering one or two appointments, it is easier to enter them directly into Outlook. However, many times a business will send out a list of visitor-recognized holidays to their employees in an attachment to an email. It makes sense to either re-create or retype those dates in an Excel calendar template and upload that information into Outlook. It is quicker to enter appointments into Excel because you tin work on more than one appointment at a time. Entering people's birthdays also makes sense this way. Another great example is my oldest son is playing baseball game this year and his schedule was emailed to the states in an Excel spreadsheet. I copied the information into my Excel template and imported it straight into Outlook.

Preparing to Create a Agenda Upload Template in Excel

Before we can create the calendar upload template, we need to know what fields Outlook uses in their calendars. Hither is a listing of the most ordinarily used fields that are available in Outlook:

• Subject* – This is what your appointment will announced as on your Outlook agenda.
• Location – This is the location of the appointment.
• Start Fourth dimension
• Beginning Engagement*
• Stop Time
• End Date*
• All Day Event – This is a aye or no reply.
• Reminder On/Off – This is a aye or no respond.
• Reminder Appointment
• Reminder Time
• Categories – This is the appointment category.
• Description – This is the large surface area of text that tin can be entered into an appointment.
• Private – This is a Yep/No flag to decide if anyone else tin can see this event.
• Sensitivity

Note: Any field with an * afterward is required. Now that we know what Outlook is looking for, we can motion to build the agenda upload template in Excel.

How to Create a Calendar Upload Template in Excel

Setting up a template to upload a calendar from Excel to Outlook tin can exist as easy or sophisticated as you lot like. Personally, I like to add together features that require a piffling more than work upfront, simply volition salvage fourth dimension in the finish.

Command Tab in Excel

Eric Cramer

Control Tab

The purpose of the "Command" tab is to house data that will be used to create drop-downwards menus on the "Update" tab. By inbound this data here, information technology will make uploading calendar appointments easier.

1. Open a new workbook in Excel and save it as "Calendar Upload.xls." It is vitally of import to relieve information technology as an "Excel 1997 – 2003 Workbook" considering Outlook tin only update the .xls file extension.
2. Rename one of the tabs "Control" past right-clicking on a tab and selecting "Rename."
3. In jail cell B3, enter "All Twenty-four hour period Upshot." In cells B4 and B5, enter "Yep" and "No" respectively. Highlight B4:B5, and in the "Proper name Box" in the upper left-hand corner of the screen and name that section "ADE."
4. In prison cell E3, enter "Categories." Starting in E4, enter all of the categories that you utilise in Outlook. They tin can be found in Outlook by going to the calendar section and opening up a new appointment. Click on the "Categorize" icon and a list of all of the categories that accept been set up volition appear. The default categories are based on color. I would highly recommend renaming them something useful. You can add together as many categories as y'all similar, although, there are only 25 different colors in Outlook. Enter the categories into Excel and sort them alphabetically once you are finished inbound them. It is critical that they are spelled the exact same way in Outlook and Excel. Highlight the entire area from E4 through the finish of your list. In the "Name Box," enter "Category" every bit the proper name for this pick.
5. I decided to format my tables past shading them and adding a edge around them, but that is totally up to you lot.

Upload Tab in Excel

Eric Cramer

Upload Tab

The "Upload" tab is where the calendar information is entered. Information technology is of import to at least to use the following fields: Subject, Start Appointment, End Date, Kickoff Time, Terminate Fourth dimension, and All Twenty-four hour period Result. Feel gratuitous to add whatever other fields that you routinely utilise.

1. In cell A1, title the template as "Calendar Upload Template" and format it as bold.
2. Starting in row 4, enter all of the fields that you want to use. Merely because you add together a non-required field, does non mean that you have to use information technology every fourth dimension. I chose Subject field, Location, Description, Start Date, End Date, Commencement Time, End Time, All Day Event, and Categories. Shade all of the fields one color and brand them assuming.
3. Select and shade the surface area that y'all want to employ to enter your calendar information. I choose A5:I27. Put a thin border around it.
4. Format the "Start Date" and "End Appointment" columns equally a short appointment from D5:E27.
5. Format the "Beginning Time" and "End Time" columns every bit time from F5:G27.
6. In H5:H27, click on Excel's Data tab and click on the Information Validation push button. This will open a dialogue box. On the Settings tab, alter the "Allow:" drop-downwards box to "List." In the "Source" box, enter "=ADE" (without the quotation marks) and click Ok. This will insert a drop-downwardly box that will give you the option of selecting yeah or no.
7. In I5:I27, click on Excel'southward Data tab and click on the Data Validation button again. In the dialogue box that pops up, alter "Let:" to "Listing." In the "Source," enter "=Categories" (without the quotation marks) and click Ok. This will insert a driblet-down bill of fare into each cell in this row that volition allow you lot to select from the categories that you previously fix up on the "Control" tab.
8. Highlight A4:I27 and type "Upload" into the name box.

Using the Calendar Upload Template

Now that the template is complete, enter or copy any appointment, holiday, vacation, or reminders into it. If you need more rows, insert them in the center of the information entry area. When you are gear up to upload the file, exit out of the spreadsheet in Excel.

Import Steps for Outlook

Eric Cramer

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Softball game appointment loaded into Outlook using the Calendar Upload Template

Eric Cramer

Importing a Agenda Into Outlook

Importing a calendar into Outlook from Excel is easy. Here are the step by step instructions:

1. Click the calendar button in Outlook.
2. Click on the "File" carte du jour in Outlook and and so select "Import and Export." An Import and Consign dialogue box will pop up. Select "Import from another plan or file" and click "Next." Select "Microsoft Excel 97-2003" and click "Next." Click on the "Scan" button and discover the "Agenda Upload Template.xls." Click "Side by side" again. Select "Agenda" every bit the destination folder and click "Side by side." Check the box next to "Import 'Upload' into folder: Calendar" then click "Finished."

Your calendar items should now announced in your Outlook calendar. In one case you lot upload the data into Outlook, yous can delete all of the appointment data in the spreadsheet and then it will exist ready for next time.

Reminder: Don't forget to set the upload template up using the exact field names or otherwise you will have to manually map the fields. If put a lot of things on your Outlook calendar, this is a fast and easy way to save time.

This article is accurate and truthful to the all-time of the writer'southward noesis. Content is for informational or entertainment purposes just and does not substitute for personal counsel or professional advice in business, financial, legal, or technical matters.

© 2012 Eric Cramer

Terry D Jayasuriya on July fourteen, 2020:

I mapped the Required Attendees field in Outlook 2016 with my imported excel field comprising of emails. Nonetheless, it did populate the Required Attendees field after the import. Is there a style for Outlook to import Excel data? Thanks

Alex on March 05, 2020:

How tin can you do an upload for All Twenty-four hour period events without it automatically showing equally decorated/blocking your whole day? Is there some mode to accept all day upload to testify every bit gratuitous?

ElisaB on October 10, 2019:

I've been able to upload dates from October but dates in November or December are non uploading. Any suggestions?

Et on October 08, 2019:

If it is a csv file with the following headings :

"Date Username Day Showtime Cease Duration Room Category Get-go Name Surname Electronic mail Section Active Parts Added BookedID Booking title Please select 'Aye' if you need equipment for your booking in the side by side 24h Number of Attendees Number of Attendees Number of Attendees Number of Attendees Number of Attendees Number of Attendees Number of Attendees Number of Attendees Carafes of water (chargable) Hot Drinks (chargable) Flipchart CD/DVD Laptop Laptop Speakers Microphone Network Laptop/i-Gel(due south) TV with CD/DVD histrion Projector/Goggle box Screen Conference call facilities Admission strictly via South Staircase Notes"

Would yous be able to import to an outlook calendar?

Also in Outlook are you able to import to a calendar you have created?

Thank you

This was perfect! on Apr 24, 2019:

I followed the instructions and the upload worked. But departure was the version of Outlook I am running on W10 would only let a CSV so I merely copied the table into some other sheet and saved equally CSV and uploaded that. Worked like a charm.

ErinM on Apr 22, 2019:

Using Outlook 360 and having the same problem choosing the .xls file. I followed the instructions but I'm REALLY unclear on what #2 is asking to exercise...???

"2. Then yous have to catechumen with find an supercede the semicolons into commas with the editor."

uhh, what?

Abigail Catapang on February 26, 2018:

Great article! I was able to create one and it's really working. However, I can't change the status in 'Show every bit' field. Even if I input in the excel line item 'Decorated', the one actualization in Outlook is still 'Costless'. By the manner, I am using MS outlook 2010. Cheers!

Laura on January 08, 2018:

Cheers, Can you also advise how to create re-occuring even as at the moment it does not make calendar events re-occur if I make a column "Recurrence Pattern" and for example include a value every January 26?

KaySera on December 04, 2017:

I was doing so well until: "An Import and Consign dialogue box will pop up. Select "Import from some other program or file" and click "Next". Select "Microsoft Excel 97-2003" and click "Next." " My only options were for a .CSV file or an Outlook file. It did not offer "Microsoft Excel 97-2003" every bit an option.

Any suggestions?

Michelle Meyer on Oct 19, 2017:

This is crawly! Give thanks you so much!

Manal Elsayed on October 02, 2017:

Many thanks. God anoint yous

Very helpful & easy style to import outlook calendar

Beth the Admin on September 13, 2017:

I'1000 using Outlook 2010 and this works only fine.

You need to follow his instructions pretty exactly (Except for the formatting, that's not a big deal, choose your own colours).

The only issue I tin can see running into is I demand to invite attendees and I don't know how to exercise that.

Kim Practice on June 08, 2017:

One of the best tutorials I've read and then far! Followed. Success!

Marry P on June 04, 2017:

How-do-you-do Anybody, I use Role 2016 and having the same upshot with the import. I have a list of birthdays I desire to import with reminders- I saw your beneath instructions for this and am nonetheless confused. Tin can y'all please elaborate how to exercise this, or give me a downloadable excel template?

"You have to export your Itinary from Excel into .csv.

2. Then you have to catechumen with find an replace the semicolons into commas with the editor.

three. Now you can import the .csv into outlook, BUT but into an .pst file based interim-agenda AND NOT into an substitution mailbox calendar.

4. You have to open the acting-calendar and change to list view.

v. ctrl-A and ctrl-C for copying the complete list with all dates.

6. Now open the target exchange mailbox calendar, change to list view and....

you might await to become a PASTE option at the right click menue but at that place isn't.

But relax, ctrl-Five is working.

How the f... is spelling of user friendlyness, Mr. Microsoft?????????"

Thank you!!

Gabriel Dupuis on April 27, 2017:

Is in that location a fashion to specify to excel which data in which prison cell / must exist exported into outlook agenda? I wish I could code in VBA but I actually don't know where to start.

Nick on April 05, 2017:

Hi,

All my events are all solar day events so I've deleted the bit about ADE , also I need to categorise the events when I see them in situ in a calendar so have deleted this likewise - at present I'm getting an error about not having whatsoever named ranges.

Tried putting dorsum the ADE in but it then isn't acknowledging mapping to the all mean solar day event field, and when it asks me to specify it seems to become stuck. any ideas?

Mandy on February 28, 2017:

Will this delete previous appointments already on the agenda?

S Adrine on January xvi, 2017:

Unfortunately, this doesn't piece of work in Outlook 2016. It but allows a *.pst or *.csv file to import.

Michael L on December 19, 2016:

Sorry, my Outlook 2016 does not list an Excel import option in the sub menue "import from another programme or file".

It lists but .csv or .pst - and that kills you:

i. You have to export your Itinary from Excel into .csv.

2. Then you have to convert with find an supercede the semicolons into commas with the editor.

three. At present y'all can import the .csv into outlook, Simply only into an .pst file based acting-calendar AND NOT into an substitution mailbox calendar.

4. You have to open the acting-agenda and change to list view.

5. ctrl-A and ctrl-C for copying the consummate list with all dates.

6. Now open the target exchange mailbox agenda, alter to list view and....

you lot might expect to get a PASTE option at the right click menue only at that place isn't.

Just relax, ctrl-V is working.

How the f... is spelling of user friendlyness, Mr. Microsoft?????????

Maureen Galvin on December xvi, 2016:

has anyone had whatsoever luck importing into a shared calendar? I have a file I would like to import and I'm listed equally a publishing editor for the agenda, but I cannot "discover" the agenda when I try to do the import. Thanks.

Prashant Kumar on December 01, 2016:

2010 outlook does non accept option of excel file upload, they need CSV

Steve on October 06, 2016:

It appears Microsoft has removed the .xls import pick in 2013

& 2016 Outlook. Merely .csv supported now, which omits the functionality of this awesome template...... cheers microsoft

Mark on July xviii, 2016:

So what you're proverb is, MS Part 2013 can't create a recurring business day consequence? Then if I used the suggested excel to create a virtual agenda, I can't share it either... meaaaaan, dis suks!

Roger B on July 18, 2016:

Fantastically articulate instructions. However, when I become to "Import from another program or file" I don't get an XLS option - only CSV and PST. Is there another step I could take?

And on June 08, 2016:

Very helpful thanks. I wonder if at that place'southward a way to import into shared (or team) calendars, every bit I'1000 currently merely seeing an selection to import into my ain personal calendar?

One thousand thousand on June 07, 2016:

Hi - I accept just followed this process and imported the entries how e'er institute that none of the description has come? Anyone able to tell me why that might be? I have checking the mapping and it shows up correctly there simply when imported in that location is nothing. Exported information technology dorsum out to .csv and information technology shows up again?

Anand on May xiii, 2016:

I can just encounter the choice of csv. format and not Microsoft Excel 97-2003 format. I tried doing information technology with csv. file every bit well and completed the process but cant see anything on outlook. Please advice

Kristen Howe from Northeast Ohio on April 29, 2015:

Great tips, Eric. You make it sound easy to do without any hassles. Voted up for useful!

AD on January 12, 2015:

Thanks :)

Sheresa on April 27, 2014:

Hi at that place! I just went through this whole process with about 6 entries in my table - and only one of them is not showing up and I can't figure out why. Would dear some feedback! Thank you!

Eric Cramer (author) from Chicagoland on December 02, 2013:

D54 - Thanks for your comments. The only mode that I accept plant to remove the data from Outlook is to manually delete information technology.

Oscalv from Munich, Germany on December 02, 2013:

I take imported a whole yr reporting calendar that contains 252 events. All of them are imported correctly but for those which description text is longer than usual the import is not taking the whole text. I take tried doing the import with less items 21 and still is not taking the full text. I tried with 12 and it takes the whole text. Does anybody know what the problem is? and whether is possible to discover a solution and then I tin can import equally many description text and every bit many events every bit necessary without restrictions?

D54 on October 28, 2013:

I tried this and it worked neat. Information technology was however a test and at present I don't know how to remove the excel data from my outlook agenda...whatsoever help is appreciated.

r on September 24, 2013:

Confused

Eric Cramer (author) from Chicagoland on August fifteen, 2013:

cfieser - unfortunately Microsoft did not create a way to add reocurring events when uploading calendar appointments. The simply thing that you tin exercise is to upload the events so manually edit them to reoccur.

cfieser on July 09, 2013:

Is there a way to add together recurrence to the events?

Eric Cramer (author) from Chicagoland on May 17, 2013:

Thanks Texas Tina for the great tip!

Texas Tina on May eleven, 2013:

This was tremendously helpful and I am grateful this site was so easily found. One note is that whenever y'all place new items into your Excel spreadsheet, if the number of rows is different you need to remove the "Upload" designation in the Name Box via the Formulas tab/Proper noun Manager, and so repeat the instructions to highlight the section and name information technology "Upload" in the Proper name Box. Cheers!

Oceanas on March 11, 2013:

practice you know how i modify the reminder prompt? currently the reminder prompt is fix at xv min.

how do i change this?

Eric Cramer (author) from Chicagoland on Jan 11, 2013:

I think each user has to upload their ain appointments. I volition endeavor to research if it is possible.

Lisa on Jan xi, 2013:

Thank you for the keen data. Another question, I am a consul to share several other calendars. Am I able to import into other shared calendars from my Outlook calendar?

Eric Cramer (author) from Chicagoland on January x, 2013:

Add a column chosen "Bear witness Time Every bit". Outlook offers the post-obit 4 choices: one. Tenative, two. Busy, 3. Free, and iv. Out of Office. Enter the respective number into each row that you want and it will upload into Outlook. Let me know if you have any more questions.

Lisa on January 10, 2013:

How caln you set the 'Show Every bit' optin to costless or decorated?

Chuch on December 22, 2012:

Thanks very much! Three other web guides never mentioned that the "Reminder On/Off" cells had to be set to True or False. I'm finally able to import reminders.

Devin on Nov 22, 2012:

I accept those columns in my spreadsheet and have reminder set to true and the reminder still remains off in outlook.

Eric Cramer (author) from Chicagoland on November 19, 2012:

To turn the reminders on add the post-obit columns:

Reminder On/Off

Reminder Engagement

Reminder Time

Reminder on/off is either True or Imitation. Permit me know if you have any questions or demand any more than help.

Devin on Nov xix, 2012:

This is awesome! Just result I accept right now is that Reminders are not turned on for any of my calender items. I have searched the internet and have not come up up with an easy way to have them all turned on. Can you aid me?

Simone Haruko Smith from San Francisco on June 26, 2012:

I've never had to do this before, but I have known folks who take struggled with this process in the by. If only I could have sent them to this guide!

Thousand K Paul from India on June 21, 2012:

useful information..voted upward.

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Source: https://turbofuture.com/computers/How-To-Import-a-Calendar-From-Excel-to-Outlook

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