Upload Excel Sheet to Outlook Calendar

🧾 Process Flow: Upload Excel Sheet to Outlook Calendar

🔹 Phase 1: Prepare Your Excel File

Step 1: Open or Create the Excel File

  • Use Microsoft Excel to create your event schedule.

Step 2: Use This Structure for Your Excel Columns:

Column Name

Description

Subject

Title of the calendar event

Start Date

Date the event begins (e.g., 18/05/2025)

Start Time

Time the event begins (e.g., 10:00 AM)

End Date

Date the event ends (same as start for same-day events)

End Time

Time the event ends (e.g., 11:00 AM)

Location

Where the event will take place

Description

Details or notes for the event

All Day Event

TRUE/FALSE – optional

Reminder On/Off

TRUE/FALSE – optional

Reminder Date

Optional – when to be reminded

Reminder Time

Optional – time of the reminder

Example Row:

Subject

Start Date

Start Time

End Date

End Time

Location

Description

Team Meeting

18/05/2025

10:00 AM

18/05/2025

11:00 AM

Conf. Room A

Monthly review

🔹 Phase 2: Save Excel as CSV File

Step 1: Click on File > Save As

Step 2: Select CSV (Comma delimited) (*.csv) format

  • Choose a location and name the file.
  • Save it. Excel may prompt a warning about format compatibility — click Yes to proceed.

🔹 Phase 3: Import CSV File into Outlook Calendar

📌 For Outlook Desktop App (Windows)

Step 1: Open Microsoft Outlook

  • Make sure you are in the Calendar module.

Step 2: Go to File > Open & Export > Import/Export

  • This opens the Import and Export Wizard.

Step 3: Select Import from another program or file

  • Click Next.

Step 4: Choose Comma Separated Values

  • Click Next.

Step 5: Browse to Your Saved CSV File

  • Select the CSV file you saved.
  • Choose Replace duplicates, Allow duplicates, or Do not import duplicates, based on your preference.
  • Click Next.

Step 6: Select the Calendar Folder

  • Choose the calendar where events should be added.
  • Click Next.

Step 7: Map Custom Fields (Important)

  • Click on Map Custom Fields.
  • Ensure each Excel column is correctly matched with the corresponding Outlook field:
    • Subject → Subject
    • Start Date → Start Date
    • Start Time → Start Time
    • End Date → End Date
    • End Time → End Time
    • Location → Location
    • Description → Description

You can drag and drop to match fields correctly if they aren’t mapped automatically.

Step 8: Finish Import

  • Click Finish.
  • The events will now be imported into your Outlook calendar.

🔹 Phase 4: Verify Imported Events

  • Go to Calendar view in Outlook.
  • Check the dates and times to confirm that the events were successfully added.

✅ Optional Enhancements

  • If you are doing this frequently, consider using Power Automate or a VBA macro for automation.
  • For Outlook on Web, you will need to import the CSV into your Microsoft account via web settings:

Outlook Web > Calendar > Add Calendar > Upload from file.