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How to convert multiple appointments to tasks quickly in Outlook?

In this article, I will talk about how to convert an appointment or multiple appointments to tasks quickly and easily in Outlook.

Convert one appointment to task by dragging and dropping

Convert multiple appointments to tasks by applying VBA code


Convert one appointment to task by dragging and dropping

To convert one appointment to task, you just need to drag the appointment to task folder, please do as this:

1. In the Calendar window, select the appointment item that you need to convert to task and then drag and drop it to the Tasks icon at the bottom of navigation pane as following screenshot shown:

doc appointment to task 1

2. Then a new Task window is displayed, please click Save & Close button to save this appointment as task. See screenshot:

doc appointment to task 2


Convert multiple appointments to tasks by applying VBA code

If you have multiple appointments need to be converted to tasks, the below VBA code can do you a favor, please do as follows:

1. Hold down the ALT + F11 keys to open the Microsoft Visual Basic for Applications window.

2. And then, click Insert > Module, copy and paste below code into the opened blank module, see screenshot:

VBA code: Convert multiple appointments to tasks

Sub ConvertAppointmentsToTasks()
Dim xItemCollection As VBA.Collection
Dim xActiveWindow As Object
Dim xItem As Object
Dim xSelection As Outlook.Selection
Dim xTaskFolder As Outlook.Folder
Dim xAppointmentItem As Outlook.AppointmentItem
Dim xTaskItem As Outlook.TaskItem
On Error Resume Next
Set xItemCollection = New VBA.Collection
Set xActiveWindow = Outlook.Application.ActiveWindow
If TypeOf xActiveWindow Is Inspector Then
    Set xItem = xActiveWindow.CurrentItem
    If xItem.Class = olAppointment Then xItemCollection.Add xItem
Else
    Set xSelection = xActiveWindow.Selection
    If xSelection Is Nothing Then Exit Sub
    For Each xItem In xSelection
        If xItem.Class = olAppointment Then xItemCollection.Add xItem
    Next
End If
Set xTaskFolder = Application.Session.PickFolder
If xTaskFolder Is Nothing Then Exit Sub
For Each xAppointmentItem In xItemCollection
    Set xTaskItem = xTaskFolder.Items.Add(olTaskItem)
    With xTaskItem
        .StartDate = Format(xAppointmentItem.Start, "Short Date")
        .DueDate = Format(xAppointmentItem.End, "Short Date")
        .Subject = xAppointmentItem.Subject & " (From Appt)"
        .Categories = xAppointmentItem.Categories
        .Body = xAppointmentItem.Body
        .Save
        .Display
    End With
Next
End Sub

doc appointment to task 3

3. Then select the appointments that you want to convert to task, and then click Run Macro button to run this code, see screenshot:

doc appointment to task 4

4. And then a Select Folder dialog will pop out, select a Tasks folder where you want to save the converted results, see screenshot:

doc appointment to task 5

5. Then click OK button, and all selected appointments will be created as tasks, and then you should save and close the Task window one by one, see screenshot:

doc appointment to task 6

6. Then, you can go to the Task folder, all the selected appointments have been saved as new tasks, see screenshot:

doc appointment to task 7


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