How to Add Events/Appointments in Bulk from MS Excel into MS Outlook Using VBA
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- Опубліковано 31 лип 2024
- Description: In this video, I will provide a guide on seamlessly synchronizing events from Microsoft Excel to Microsoft Outlook using powerful VBA code! I will demonstrate how to effortlessly automate event creation by adding a batch of 22 events from Microsoft Excel into Microsoft Outlook, saving you time and ensuring your schedule stays on track. No more manual data entry or potential errors-unlock the potential of Excel and Outlook integration now!
This will do wonders for your productivity and open up the doors to a lot more process hacks and shortcuts you can use between Excel and Outlook. In my case, I demonstrated how adding all 22 events to Outlook manually would have taken me about 16.5 minutes versus running the code, which took me mere seconds!
I hope you will find this useful!
Link to VBA Code (file included): github.com/TLDWTutorials/Exce...
VIDEO TIMELINE
Introduction - 0:00
Overview/Brief Demonstration - 0:06
Why Even Do This? - 0:21
Explaining the Sync Between Excel and Outlook - 0:34
Looking at the Calendar One More Time Before Adding - 1:04
Getting Started with the VBA Code - 1:15
Running the Code - 3:00
Reminder to Save as a Macro Enabled Workbook - 3:40
Outro - 4:15 - Наука та технологія
Thanks!
Wow, I am so grateful! Thank you so much! This made my entire week.
Great! video. Helped so much. How to add a feature to delete appointments based on a column header "Delete"with the value "x" in the the rows of the appointments I want to delete. Any help is appreciated thanks.
Ok, based on the video format I had:
Column A should be the appointment name
Column B should be the start date
Column C should be the start time
Column D should be end date
Column E should be end time
Column F should be meeting location
Column G should be the meeting description (i.e., appointment details)
Column H should be the Delete Column
Here is the code: controlc.com/a1154941
I just tested this on 3 appointments and it deleted all for which I added an “x” in Column H.
Hope this helps.
Thank you very much.
Do you know how to mass delete all events from the calander and then import from excell?
Do you mean export to Excel? In my latest video, I show how to export appointments to Excel and delete the same appointments in Outlook in bulk. Do you mean something different? Video: ua-cam.com/video/GFYHDUw4LMk/v-deo.html
Awesome! Is there any way to specify a calendar that this writes to (i.e. a shared outlook calendar or a subcalendar within your main outlook calendar)?
Yes, you should be able to do that. You will need to specify the name of the shared Outlook calendar. You can do something like add the email column in Column G (according to the format of the video) and add in the email of the shared account. Here's some updated code that should work: controlc.com/dbeba1e6
This will be HUGE for me if i can get it to work!!
Is there any way to add people to the invite and any way to do this as an all-day event?
Any help greatly appreciated!!
In that case, let's figure this out! Based on my code, add a new column called "All Day" in Column H. Make it TRUE if it's all day or FALSE if it isn't. This code should get it to work. Let me know. Note that I may not be able to respond for awhile, but hopefully this will do it! Code: controlc.com/1014a4c6
@@TLDW_Tutorials you are amazing.. I didn't expect a response!! I think I understand what I am doing wrong -- is there any way to do this as an "event" not an appointment? Thank you so much.. this is amazing!
@@kellyheadde1715 Happy to help! Part of why I started my channel is because so many other channels don’t even acknowledge the people who watch their videos. I figured I’d try to change that.
Ok, so are some of these appointments and events or is everything in your spreadsheet an event? That will determine how to set this up. If you just want to treat everything as an event, we can do that too.
@@TLDW_Tutorials I work at a hospital in the department of neurosurgery, I manage the call schedule. We have some new technology, but the majority of my surgeons are a bit old school - and they look at their outlook calendars to see when they are on call. For years I manually go in and create an all day event -- one for the first on call surgeon and then another for the back-up surgeon. I am interrupted numerous times a day. If I mess up it can be quite costly! It's actually a big deal.. so I've been searching for a way to automate this -- your video was the first video I was able to find and actually follow!! I am looking for all day events. I do not want to block their calendars with an appointment - So I've always done all day events. Thank you again -- you make a big difference & this could save me quite a bit of time and it would eliminate soo much room for error.
It's all good, I work in the medical field too! Some people are set in their ways and old school. It's all good, sounds like something we can fix. Hopefully automating this will ease the stress of interruptions. Ok, try this code. If you look in the code, it should tell you the column letters for each respective field. The main thing we are doing is setting the "AllDayEvent" setting as true to make these events and not appointments. Disregard what I said before about adding an all day field - it won't be necessary. I appreciate the kind comments - I love stuff like this!
Ok, here is the code: controlc.com/e6cca810
This is going to save so much of my admin time! Thank you! Any way to do this but with Sharepoint calendars?
I'm glad it will help! Sharepoint... Hmm, I don't have access to SharePoint at the moment, but I put this together. Obviously you will need to add your own information, but this may work. See the code in this link: controlc.com/f9d4fb29
Is there a way to incorporate adding a Teams meeting link to the invitations automatically?
Sure, there are a few ways to do it. I would say the easiest (assuming you have the same Teams link) is to just copy and paste it into the column that goes into the body of the calendar event or create a new column. In the video, this column that went into the body of the calendar event was Column G (Meeting_Description). Instead of manually pasting it in every row, just paste it into all applicable rows. Perhaps a better way -> Let's say you add a Teams link in Column H, but you want the link to appear below your description of you meeting (Column G) - you would just update the .Body part of your code. If you added this below, it will add the value from each row in Column G, 2 blank lines for spaces, and then the Teams link in Column H.
.Body = cell.Range("G1").Value & vbCrLf & vbCrLf & cell.Range("H1").Value
So helpful! thank you! How could I add an All day event that doesn't have a Start and End time?
Thank you so much! It's actually easier than you might think. So in the code is something like .AllDayEvent = False, you pretty much just change False to True. Just for some context though, here's some revised code: controlc.com/f9bd087f
for some reason doesn't work for me. Not sure what am I doing wrong. I do get the message at the end "Appointments added to Outlook calendar successfully! but they don't show in Outlook. I am using the new Outlook.. would that make a difference?
Hi, thanks for checking out the video. Ok, there could be a few factors. Are your column names in the same columns (i.e., Appointment_Name in Column A, Start_Date in Column B, etc.) as in the video? If you made any changes, that could be why. In the video description is a link to my GitHub page that includes the Excel file I used in the video. Have you tried that to see if it works? If it does, it is likely something else. Using the latest version of Outlook shouldn't matter since Outlook VBA hasn't changed for the most part in years. If none of these are the issue, are you using a shared email account? We can always just add a part in the code that specifies which calendar to add the appointments to and that could clear up some things.
It's really great! It should save plenty of time! Could you please advise how attendees can be added and how to send invitations after creation event?
Thank you so much for checking out my video! I appreciate your time! Ok, so go ahead and add an "email" field to Column F based on the format I used in your video and then add your invitee emails. If you want to send to more than one person, add a semi-colon and space between them. So like this: Jane.Doe@email.com; John.Doe@email.com OR Jane.Doe@email.com; John.Doe@email.com; Jesse.Doe@email.com for three (and so on).
Of course, if you are just sending to one email, you'd just put in one email as you normally would.
I tried the code myself and it worked for me. See: controlc.com/46459db4
Let me know if you have any issues!
Really appreciate your prompt answer! I don't why but it shows error on event ".send". Error 287: application-defined or object-defined error.
@@user-de4bi6vv5q Happy to help! Ok, so do you have any rows that are missing an email address or have incorrect emails by chance? If not, I can just add a working version I have on my GitHub page and you can add your own email addresses if you want.
One way or another we will figure it out!
How would you modify the VBA to use a different calendar, such as one that is shared among team members?
Someone else asked this today. Maybe I should do a video on this. But yes, you should be able to do this. You will need to specify the name of the shared Outlook calendar. You can do something like add the email column in Column G (according to the format of the video) and add in the email of the shared account. Here's some updated code that should work. Let me know if you have any issues and I can investigate further. Code: controlc.com/dbeba1e6
Hi! I am very new to this VBA coding. I have a data set which I manipulated using Concatenate to combine info into the table on a different sheet to look like yours so I can use your code without much changes. For example, in Appointment Name column is the Concactenated data points for several cells in another sheet, and so on. When I ran the code it said No Appointments found. Please help. Thank you
First, thanks for checking out my video. Did you try to copy and paste the concatenated data as values? This may resolve the issue. Sometimes when data are linked this can happen. If this continues, let me know. We will figure it out!
This worked awesome! Thank you. What code do I need to use to make sure it doesn't duplicate the the same appointments when new ones are added?
Thank you!
The easiest way is to just remove duplicates from Excel by going to Data -> Remove Duplicates. That SHOULD prevent any from being added.
If you do want to use code, we just have to carefully figure out what constitutes a duplicate. I think for starters, we can assuming the same subject and start time is a duplicate. In that case, we can just make some minor changes to the code. See this link for a revision: controlc.com/19dd44c1
I'm trying to figure out how to run the original code multiple times throughout the week as the file gets updated, but current code duplicates each appointment on my calendar every time I run it. I tried the revised code but I'm getting an error 438
Sorry I just got this. Were you able to resolve this?
Absolutely wonderful!!! Save me a lot of time! Would love to know how to add time zone to the Excel sheet though?
Thank you! I really appreciate it. Now time zones, that's a tricky one. I'll admit I haven't tried it before, but I played around with it and I figured it out. Ok, using the format from my video (I also have a link in my video to my GitHub page that has the Excel file I use in the video - "see Appointments VBA - Public.xlsm"). Add a "Time Zone" header in Column H. Add in things like "Pacific Standard Time", "GMT Standard Time", "Eastern Standard Time", "Mountain Standard Time", etc. Here's the updated code: controlc.com/8069bdcd
@@TLDW_Tutorials Again - you have Excelled :) Now, all I have to do id figure the timezone values excel needs to see. Just keep getting "Time Zone not found" :(
@@u305840 - Oh no! I think this list might cover a bunch... Try the parts in quotes. Let me know if you're still having issues.
Pacific Time (US & Canada): "Pacific Standard Time"
Mountain Time (US & Canada): "Mountain Standard Time"
Central Time (US & Canada): "Central Standard Time"
Eastern Time (US & Canada): "Eastern Standard Time"
Atlantic Time (Canada): "Atlantic Standard Time"
Hawaii: "Hawaiian Standard Time"
Alaskan Time: "Alaskan Standard Time"
GMT: "GMT Standard Time"
Central European Time: "Central Europe Standard Time"
Eastern European Time: "E. Europe Standard Time"
(UTC+05:30) Chennai, Kolkata, Mumbai, New Delhi: "India Standard Time"
(UTC+09:00) Osaka, Sapporo, Tokyo: "Tokyo Standard Time"
(UTC+10:00) Eastern Australia, Guam: "AUS Eastern Standard Time"
(UTC+12:00) Auckland, Wellington: "New Zealand Standard Time"
@@TLDW_Tutorials Nice!!! Searching for a list of all Australian ones - will get there :)
@@u305840 Awesome! Hoping for the best!
Thanks, is there anything on Zapier or Make to add excel to Calendly or similar platforms please? Thanks
I haven’t done any videos on either of these and I don’t currently have an examples right now. However, this isn’t the first time I’ve seen someone inquire about this. I may look into to this very soon and get back to you.
Hi what is the version for sending to a Group Calendars folder (no email attached to that)
To revise your VBA code to add appointments to a Group Calendar in Outlook (assuming the Group Calendar doesn't have an associated email address and is accessed via the Outlook Groups functionality), you'll need to adjust the way you reference the calendar folder. Group Calendars are not accessed the same way as a user's default calendar or a calendar associated with an email account. Instead, you find them under the "Groups" section in Outlook.
Your code modification primarily involves changing the way you obtain a reference to the olFolder object, which represents the Group Calendar. I haven't specifically done this before, but conceptually this should work. Just make sure to replace "YourGroupNameHere"
Try this code: controlc.com/be0d466e
Very helpful video, is there a way to add the events to a custom calendar that is located under 'My Calendars'. I think this is different than your other tips for shared and group calendars. Thanks!
I think so. A few factors... Is this just one or more than one calendar? Also, do you have full editing privileges to that calendar? Typically, you can target a specific email in the code (or make a field for email in Excel) and it doesn't matter if it's under "My Calendar" or where ever. However, if you just want to simply add the events to all calendars under "My Calendar" you can write some code to identify all calendars and then go through each one to add the events. Below is a way you could do it. If you were thinking something more simple, let me know. I would start with seeing if you can full editing privileges to the calendar though - that would make this easier. Code example: controlc.com/5fae7034
@@TLDW_Tutorials Under My Calendars I created a calendar via 'New Blank Calendar' that only I see, I want to add just to that calendar. I tried the code you provided to see if it would add to all calendars but it didn't add to any and I got 'Failed to add appointments to calendar: Birthdays. Error 91.
Birthdays is under My Calendars so it does seem to be looking in the right place, but I want to specify just one of those calendars.
@@maxh2563 OK, we'll figure this out. So check the settings in the calendar (even though you made it and no one else can access it) to make sure you have full privileges to add/edit. That's one reason you can get an Error 99 . Can you confirm the name of the calendar? If you want to give me a fake name, that's fine too. Just switch the fake one to the real one once I revise the code. Better yet, here's one that should add to "Birthdays" (unless there's a permissions issue) - just switch the name to the calendar you want in the code instead of Birthdays: controlc.com/8d13444d
can you add the excel meetings to a shared calendar?
Yes, you should be able to do that. Add an email column in Column G (according to the format of the video) and add in the email of the shared account. Here's some updated code: controlc.com/dbeba1e6
I am so glad I stumbled upon your video! Thank you immensely for the dedication and time you've invested in producing such valuable content. I manage the schedules for 50 healthcare providers across four different hospitals which is quite challenging, and our recent transition to Microsoft Shifts added another layer of complexity. I've been searching for a solution to sync Shifts with Outlook calendars for each provider, as they often have additional meetings that they prefer to visualize alongside their work schedules.
Unfortunately, Microsoft lacks a built-in sync option. Your provided VBA code seems promising as I can easily export the schedules I create every month in an Excel format. How can I add people to the invite (or shift in my case) so that it shows in their calendar? and Also is there a way to send these invites from a designated calendar to keep my "normal' work calendar free from the clutter that would inevitably arise once I send a multitude of invites? Any insights or recommendations would be immensely helpful!"
First, I really appreciate you watching the video! I'm glad you see a pathway that might be helpful for you.
To automatically add it to their calendars without it being viewed as a calendar invite, you'd need full permissions to their calendars. If that's too much of a pain though, you can still get it on their calendars, it just might look like a bunch of invites to them. You could use a secondary calendar like a shared calendar or group email and send it from those if you don't want it on your personal calendar. I have two ideas. Either way, using the format I used in the video, in Column H, add the emails.
So I have two ideas:
(1) This is super safe, but will send Outlook appointments like a meeting request, but it WILL get it on all of their calendars. You may want send this from a shared calendar/separate email group. You COULD technically send out these events and delete them in bulk off your calendar, though I don't know if that would get messy (I didn't add that function - but I can) See: controlc.com/92d39200
(2) If you have FULL access to their calendars, this SHOULD add to their calendars and not yours. I might test this first on someone's calendar to which you have full privileges. At the moment, I don't have this or I would test for you. See: controlc.com/7c512b45
I appreciate the nice comments and sentiment. Like you, I work in the healthcare industry and I always have a soft spot for others to whom I can relate. Efficiency is key in our industry! I hope this helps! Let me know!
@@TLDW_Tutorials Wow! I'm SO grateful for your prompt and helpful response. I didn't anticipate such quick reply. Method 2 proved successful, and now I only need to coordinate with everyone in the group to grant me access to their calendars. While running the code, I encountered an occasional message stating, 'Cannot save free/busy information. The folder you specified cannot be found.' Oddly, despite this message, the event (shift) still appears in the provider's calendar. I'm unsure about the message's significance, but overall, I'm delighted that the solution is effective. I can't thank you enough. Your organization is fortunate to have someone as dedicated and capable as you!
@@user-tx2jr7jo3x - Thank you so much for the kind words and the 'Super Thanks'!
Outlook can be weird like that... It sounds like the function itself worked fine, but it got caught up in some kind of low-impact technicality (which often will allow everything to work anyway). Regardless, I am glad it worked out! Happy to help!
Can the same macros commands be done on a Mac or are they different?
VBA on a Mac is hit or miss, but most of the time you can run the same macros. I don't have a Mac, so I can't try it or else I would. There are other ways though in a Mac, like Python. I am curious though... If you end up trying it, let me know. I'll see if I can ask someone with a Mac to try it out.
thank you, the other question was once uploaded to outlook (if it works) are you able to edit each while in outlook?@@TLDW_Tutorials
@@ashleyfugazy8345 - Yep, once it's uploaded to Outlook, it's like a normal event you would manually enter into Outlook.
Is there somewhere i can copy this code from?
Yep, should be a link in the video description, but I had the code on my GitHub page. It also had the actual Excel file I used in the video too. Everything is here: github.com/TLDWTutorials/ExceltoOutlookVideo
Hi, I might try using this very soon. I just have one question, is it possible to add color categories automatically as well? For example assign a color to a task so that it shows in the calendar with that color?
Loved your video!
Thank you! You know, I haven’t tried it before but I’m pretty sure I know how to do it. I’m away from a computer until the morning, but let me give it a try in the morning and get right back to you. I set an alarm so I won’t forget!
Ok, as I suspected, it isn't bad at all! So basically, you just denote the color category with .Categories = "Red Category" for example. You can do Green, etc., whatever colors are present under Appointments -> Categorize in Outlook. Sometimes full context is helpful though, so I added the fully updated code. In the example I provided, I made it assign a red color, but you can obviously change it. Hope this helps! Code: controlc.com/8a5cc30f
@@TLDW_Tutorials Thank you very much! It helped indeed, although I couldn't add more than one category. I even added the categories to column H although I couldn't make it work referencing that column. I was looking into using this as a my to do list and to update my calendar automatically in case I needed to change the date of a task without looking for it in the calendar directly. I usually check the to do list every Monday and sometimes change the date for a couple of tasks, but I see that this would be a one time update since it duplicates the tasks in my calendar after an update. Is it possible that this an be used that way? Meaning, used to update the calendar with the events without duplicating events after each run.
Your work is really helpful! Thank you.
Hmm, ok. I see what you mean. See if this works. It should address the column H (i.e., referencing the new column for more than one category) and duplication. Code: controlc.com/837a93ac
@@TLDW_Tutorials Hi! sorry for my late response, happy new year I hope you are having a fantastic start! I tried the last code but it showed an error (error 13) but I used the one you suggested at another comment for duplicates and it doesn't duplicate the events. I did combined the categories code with it but it is not pulling up the colors, I tried with the color name, and the category name but it's not assigning them when it creates the event I might be missing one step in the code. Thank you for all your help!
Great content! By the way, is there a way that it can go to a shared calendar instead?
Thank you! Yes, absolutely. I am away from my computer but wanted to acknowledge your message. I will get back to you in the morning with how to do it. There’s just some slight tweaks to the code.
@@TLDW_Tutorialswill try this out later. Thank you so much. Got subscribed
@@BossRigel016 I appreciate it! Let me know if you have any issues. Glad to help!
@@TLDW_Tutorials Hi, its me again. I have an issue regarding this line: Set olFolder = olNamespace.GetSharedDefaultFolder(9, sharedCalendarName)
Has an error 13: Type mismatch even though I tried the email address or the calendar name as its value in the sharedCalendarName variable
@@BossRigel016 - If you're getting a data mismatch error, it's likely that the value you're using for sharedCalendarName is not matching a valid shared calendar in your Outlook profile. That's OK though... Did you try both the email address and the name of the folder? I am more than happy to help, but if this doesn't work and you don't want to wait for my response, putting the code into ChatGPT might help too.
Share excel file as well, please
Sure. Here you go! Make sure to click on the ... and download. Here is the Link: github.com/TLDWTutorials/ExceltoOutlookVideo/blob/main/Appointments%20VBA%20-%20Public.xlsm