Select ‘ Comma Separated Value (Windows)’.Make sure the ‘Import from another program or file’ section is selected and click next.Navigate to the calendar you want to add the events to and then click File > Open > Import.Do this by selecting CSV in the ‘Save as Type’ dropdown. Save you file as Calendar Upload or something similar, but you need to save it as a Comma Delimited or CSV file.
I believe doing this helps the two programs talk to each and makes the import quicker and easier but it’s not an entirely necessary process. Once you have filled in all the details you then need to highlight all your content, click Formulas and then Define Name.You are now ready to populate you excel document with the details of your events.Again right click on the entire column, but on this occasion select ‘time’. Next you need to format the start time and end time columns as time.Select ‘Date’ and then the short date e.g. To do this, right click on the entire column, by right clicking the letter at the top. Format the start date and the end date columns as ‘short date’.Only the ones with a * are definitely needed and for the benefit of this walkthrough we are only going to use Subject, Location, Start Time & Date, End Time & Date and Description as these are most commonly used. Private – This is a Yes/No flag to determine if anyone else can see this event.Description – This is the large area of text that can be entered into an appointment.Categories – This is the appointment category.Reminder On/Off – This is a yes or no answer.All Day Event – This is a yes or no answer.Location – This is the location of the appointment.Subject* – This is what your appointment will appear as on your Outlook calendar.There are a number of headings that we can use, based on what Outlook will recognise. Now we need to name our headings on our Excel sheet.Just make sure you rename the column heading in your spreadsheet to match those listed below. The walkthrough assumes that you will manually type in the details, however, the import process works equally well if you have a list of diary entries exported from a different online calendar. The steps to import a list of events to your calendar are below:įirst we are going to create a spreadsheet with our calendar entries ready to import them to Outlook. Not only does this save time, but it is also useful to be able to send these documents to others to add to their diary. Until I learned about the import function that the Outlook Calendar has. As a Virtual Assistant I quite often get asked to organise client’s diaries for months at a time, this used to involve going through their Outlook calendar and adding every event and meeting in separately by hand.
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