Getting Excel Dates into Outlook's Calendar

by Allen Wyatt
(last updated February 23, 2019)

5

Kelly has a worksheet in which she has a table of dates used as closing dates for getting advertisements into the local Yellow Pages. She wants to import these dates into Outlook Calendar with a 72-hour reminder, but some of the dates keep changing to numbers. Kelly wonders how she can get the Excel dates into Outlook like she needs.

Working with Outlook is a bit "higher level" than your run-of-the-mill Excel macro because you need to understand not only how to access Excel data in the macro, but also how to manipulate Outlook data. Without knowing exactly what data you need to transfer from the worksheet to the Outlook appointment, let's examine a short scenario.

Let's assume that you have a worksheet that contains a series of rows, each of which represents a single appointment you want to create. Each appointment contains information in seven columns, as follows, from left to right:

  • Subject. Text that describes the event/appointment (for example, "Yellow Pages Reminder")
  • Location. Text that describes the location of the event, such as a meeting room or a conference call number (this is optional)
  • Start Date/Time. Enter the date and time the event should start using a standard Excel date format (you can display any way you like)
  • Duration. Integer that represents a number of minutes for the appointment
  • Busy Status. Integer that represents an optional value indicating if the time should show as Free (0), Tentative (1), Busy (2), or Out of Office (3)
  • Reminder Time. Integer that represents a number of minutes before the appointment that a reminder should pop-up (as in 4320 which is the number of minutes in 3 days)
  • Body. Text that describes any detail you might want to place in the body of the appointment

With this data in place, you can use a macro to loop through all the rows (starting with the second row, assuming the first row has headings) and create an appointment for each row.

Sub AddAppointments()
    ' Create the Outlook session
    Set myOutlook = CreateObject("Outlook.Application")

    ' Start at row 2
    r = 2

    Do Until Trim(Cells(r, 1).Value) = ""
        ' Create the AppointmentItem 
        Set myApt = myOutlook.createitem(1)
        ' Set the appointment properties
        myApt.Subject = Cells(r, 1).Value
        myApt.Location = Cells(r, 2).Value
        myApt.Start = Cells(r, 3).Value
        myApt.Duration = Cells(r, 4).Value
        ' If Busy Status is not specified, default to 2 (Busy)
        If Trim(Cells(r, 5).Value) = "" Then
            myApt.BusyStatus = 2
        Else
            myApt.BusyStatus = Cells(r, 5).Value
        End If
        If Cells(r, 6).Value > 0 Then
            myApt.ReminderSet = True
            myApt.ReminderMinutesBeforeStart = Cells(r, 6).Value
        Else
            myApt.ReminderSet = False
        End If
        myApt.Body = Cells(r, 7).Value
        myApt.Save
        r = r + 1
    Loop
End Sub

The macro continues to loop through the rows until the Subject column is empty.

Note:

If you would like to know how to use the macros described on this page (or on any other page on the ExcelTips sites), I've prepared a special page that includes helpful information. Click here to open that special page in a new browser tab.

ExcelTips is your source for cost-effective Microsoft Excel training. This tip (7349) applies to Microsoft Excel 97, 2000, 2002, and 2003.

Author Bio

Allen Wyatt

With more than 50 non-fiction books and numerous magazine articles to his credit, Allen Wyatt is an internationally recognized author. He is president of Sharon Parq Associates, a computer and publishing services company. ...

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Comments

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What is three minus 2?

2019-09-04 11:41:40

Shawn

Hi, do you have examples of how to make this work on a Mac? I'm getting a runtime error. Looks like it's something to do with creating the Outlook Object.


2019-08-12 08:24:34

Avinash Prakash

Dear Allen

Would you also be able to write a code that deletes a particular appointment?
The ideal filters would be the same as adding the appointments (BY Subject, date, and perhaps category)

I'v been trying to use a lot of different ways, but none as simple and efficent as yours.


2019-07-12 06:55:07

Jonathan

Hi Allen,

This is great and really helpful, what do i need to add to the macro or sheet if i want to use a sub calendar rather than my main?

Thanks


2019-06-19 12:17:20

Cinthia

Good, but I have a question: if I want to add an appointment into a calendar with a customized template, how can I do it? I selected the module into calendar properties. So I assume that default properties let me to insert calendar appointment by its customized module from excel macro too, but not it is.
Someone can help me please?


2019-05-10 21:28:00

Singgih

dear Allen
thank you for the code. I have a problem as it failed to implemented. (run-time error '-21447467263 (80004001)' : Not implemented.
when I press the debug button it highlights the "myApt.Save" line code.
could you give solution of this issue?
regards


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