Although not strictly an Excel lesson, we show below how to set up an Excel file so that you can create appointments into Outlook by importing it. So if, for example, you want to upload everyone in the offices birthday into a common calendar, you can follow these steps.
What must the Excel File look like
You can probably create it from scratch but a safer way is to DOWNLOAD some calendar entries from your outlook. The 2 benefits of this are that:
- You will see which calendar is being used as you should recognise the entries, and
- You will see what you will need to enter.
So in Outlook click on the FILE button and click the Open & Export and then the Import/Export button as shown below.
On the next screen choose the Export to a file option
Choose the Comma Separated optionSpecify which calendar you want to export from (remember this as when you import, if you want it to go into this calendar, you must choose this again)
Specify where you want to save this file and its name by clicking on the Browse button.
If you choose a calendar, it will ask the dates you want to use as shown below. Choose some dates that have appointments in them (remember we just want this as an example file but it is useful to have a few entries).
When you click OK it will save the file as a CSV into the chosen folder.
When we open this CSV in Excel we would see this. The important part is the headings it has created. The examples below are useful to understand format required. So for example the column Reminder on/ off is a TRUE/ FALSE entry.
Put your appointments into this Excel file
Now that you have a template, put your appointments/ birthdays/ whatever into the correct columns. Try and do it the same way as shown in the template. So rather make dates look the same as the dates shown in the template.
So below I have added an appointment by following these rules
It is very important you then save this as a CSV, AND close the file down
Upload the Excel CSV to Outlook
Now you just need to go back into Outlook and import it. In Outlook click on the File button, Open and Export and the Import/ Export button.
Now choose the Import from another program or file
Choose the Comma Separated Values
Find the correct file with the Browse button. You can also choose how it handles duplicates.
Specify which calendar it must be put into (people often have more than one calendar)
Click FINISH on the final screen
It will import and you will see it appear in your outlook.