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How to export calendar from Outlook to Excel spreadsheet?

Author: Siluvia Last Modified: 2020-05-20

A way for you to share your Outlook calendar with others is to export your Outlook calendar and then import it into other people’s Outlook calendar folder. But there is a question of how to export it. The following tutorials will let you know how to export your Outlook calendar to Excel spreadsheet.


Export calendar from Outlook to Excel spreadsheet without Export feature

The first method will introduce an easy to quickly export all calendar items from Outlook to Excel spreadsheet without the Import and Export feature. Please do as follows:

1. Shift the Calendar folder, and select the calendar which you will export to Excel.

2. Change the calendar view with clicking View > Change View > List. See screenshot:

3. Select all calendar items or multiple ones you will export to Excel.
Note: Holding the Ctrl key, you can select multiple nonadjacent items with clicking each item one by one; holding the Shift key, you can select multiple adjacent items with clicking the first one and the last one.

4. Right click the selected items, and select the Copy from the right-clicking menu.

5. Create a new workbook, right click a blank cell and select the Keep Text Only (T) button in the right-clicking menu. See screenshot:

6. Save and close the new workbook.

So for the selected calendar items are exported to a new workbook already.

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Export calendar from Outlook to Excel spreadsheet

1. Go to File > Open & Export > Import/Export. See screenshot:

2. In the opening Import and Export Wizard, Under Choose an action to perform, select Export to a file, and then click Next to continue.

3. In Export to a File dialog, please select Comma Separated Values, and then click Next. See screenshot:

Note: If you are using Outlook 2010 or earlier versions, please select the Microsoft Excel 97-2003 option directly.

4. Now, under Select folder to export from, select Calendar from Outlook Data File, and then click Next.

5. When the Export to a File dialog showing up, click Browse… button to select the destination of the file.

6. Browse and choose the destination where the file can be saved. Name the file and finally click OK to close the dialog.

7. When it turns to the previous Export to a File dialog, click Next to continue.

8. Now another Export to a File dialog popping up, click Finish to export your Outlook calendar. See screenshot:

9. In the Set Date Range dialog box, please specify the date range you will export calendar within, and click the OK button.

Note: If you are using Outlook 2010 or earlier versions, and you select the Microsoft Excel 97-2003 option in Step 3, the calendar has been exported as Excel workbook already. If you are using Outlook 2013 or higher versions, the calendar has been exported as a CSV file, and please go ahead with below step.

10. Now we have export the specified calendar as a CSV file. Please open the CSV file with Microsoft Excel, and then save the file as workbook.


Demo: export Outlook calendar to Excel


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Comments (20)
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This comment was minimized by the moderator on the site
Is there a way the date fields can be exported or copied to Excel in NUMERIC form that can directly be used in a formula?
This comment was minimized by the moderator on the site
Can I export all my team member's calendar at same time?
This comment was minimized by the moderator on the site
Hi Del,
One calendar is a folder in Outlook. Outlook supports to export one folder at a time.
This comment was minimized by the moderator on the site
i am trying to export the comments i put in the appointment. what field is that? i take notes about future and past appointments and i would to export them in excel.
This comment was minimized by the moderator on the site
Hi Iallement,

I am afraid you can’t. You can show the Message field in the List view, and then copy all rows to a workbook, but it seems no field relevant to comments. If you get solution, would you like to post it here? Thanks!
This comment was minimized by the moderator on the site
Im trying to export shared calendars individually but it seems to only give me the one person calendar to export apart from own. I cant seem to get a list up of different names even though I have full sharing and editing rights on all calendars any suggestions
This comment was minimized by the moderator on the site
how to export calendar to excel with command line
This comment was minimized by the moderator on the site
in step 8 where you have 'map custom fields', I have my own 'user defined-fields in folder' I wish to export with the other fields, how do I get these fields in there?
This comment was minimized by the moderator on the site
Hi I have the same question, were there any reply for your question? I have my own user defined-fields which I wish to export with the other fields but I couldn't seem to get those exported.
This comment was minimized by the moderator on the site
Hi,


User Defined-fields can’t be mapped and
exported by Outlook’s Import/Export feature (the 2ed method I introduced in
this article).

If you need to export custom fields, you
can try the first method introduced in this article: add the custom filed in
the List view, and then copy all rows to Excel workbook.
This comment was minimized by the moderator on the site
So saved it as a .csv and got better results than what i was getting with other file formats. Problem is nothing is in order like it dhould be. Any suggestions?
This comment was minimized by the moderator on the site
I needed to export just one calendar but this method exported everything...so this is what I did - opened the calendar in the List view, Cnrl A (select all)->File Print->Printed in Adobe and then Save As-> Excell SPread Sheet...I know, lots of steps but I got what i needed and in a format i needed. Hope this helps!
This comment was minimized by the moderator on the site
After I click "export to a file" the only options it gives me is: Comma Separated Values or Outlook Data file(.pst) I need to save the calendar as an excel file and email it. Thank you for your help.
This comment was minimized by the moderator on the site
[quote]After I click "export to a file" the only options it gives me is: Comma Separated Values or Outlook Data file(.pst) I need to save the calendar as an excel file and email it. Thank you for your help.By Carma[/quote] A csv file will open in excel fine. Then you can save it as whatever you like from there.
This comment was minimized by the moderator on the site
How can you export shared calendars?
This comment was minimized by the moderator on the site
I think you would have to save it as a CSV which you can then open in Excel and save as xls.
This comment was minimized by the moderator on the site
i did not find a CSV export or save as option in doing this process
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