Got a bunch of calendar events in Excel that you want to transfer to Outlook? Good news: you don’t need to retype them all manually. With just a few steps, you can import Excel data directly into your Outlook calendar and save yourself a ton of time.
Here’s how to do it the right way.
Step 1: Format Your Excel File
Outlook needs your Excel data in a specific format to import it correctly. Here’s what your spreadsheet should include:
Required Columns:
- Subject
- Start Date
- Start Time (optional)
- End Date
- End Time (optional)
- Location (optional)
- Description (optional)
Example:
| Subject | Start Date | Start Time | End Date | End Time | Location | Description |
|---|---|---|---|---|---|---|
| Team Meeting | 6/10/2025 | 10:00 AM | 6/10/2025 | 11:00 AM | Conference Rm | Monthly update |
| Client Call | 6/12/2025 | 2:00 PM | 6/12/2025 | 3:00 PM | Zoom | Q2 project briefing |
Tips:
- Keep the column headers exactly as shown above.
- Make sure all dates and times are in a consistent format.
Step 2: Save the Excel File as a CSV
Outlook can’t import directly from .xlsx, so you need to convert your file.
Here’s how:
- In Excel, go to File > Save As.
- Choose a location.
- Under “Save as type,” select CSV (Comma delimited) (*.csv).
- Click Save.
Step 3: Open Outlook and Import the File
- In Outlook, go to File > Open & Export > Import/Export.
- Choose Import from another program or file, then click Next.
- Select Comma Separated Values, then click Next.
- Browse to your
.csvfile and select how you want to handle duplicates. - Choose your Calendar folder as the destination.
- Click Next, then click Map Custom Fields.
Step 4: Map Your Fields
This step connects your Excel columns to Outlook calendar fields.
- Drag each field from the left column (your Excel headers) to the correct field on the right (Outlook).
- Example: Drag “Subject” to “Subject,” “Start Date” to “Start Date,” and so on.
- Once everything’s matched, click OK, then Finish.
Outlook will now import your events.
Step 5: Check Your Calendar
After the import, go to your Outlook calendar and review the entries. If something looks off—like missing times or incorrect titles—double-check your CSV file and try again.
Final Tips
- Back up your calendar before importing, just in case.
- If you’re importing recurring events, you’ll need to set those manually afterward—CSV import doesn’t support recurrence rules.
- For large datasets, break them into smaller chunks to avoid sync issues.
Wrapping Up
Importing Excel data into Outlook calendar doesn’t have to be a hassle. With the right formatting and a few steps, you can move from spreadsheet chaos to a fully loaded calendar in no time.
Got stuck? Drop your question in the comments—happy to help!