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How to create Outlook reminders from Excel spreadsheet?

Author: Siluvia Last Modified: 2023-08-16

This article is talking about creating Outlook reminders based on data of Excel spreadsheet.

Crete Outlook reminders from Excel spreadsheet with VBA code

Create Outlook reminders from Excel spreadsheet with VBA code

If you want to create Outlook reminders from Excel, please do as follows.

1. Create a worksheet contains the column headers and corresponding reminder fields as below screenshot shown.

Note: For the busy status column, number 2 means that the reminder will be shown as Busy in your Outlook calendar. You can change it to 1 (Tentative), 3 (Out of Office), 4 (Working elsewhere), or 5 (Free) as you need.

2. Press the Alt + F11 keys to open the Microsoft Visual Basic for Applications window.

3. In the Microsoft Visual Basic for Applications window, click Insert > Module. Then copy below VBA code into the Code window.

VBA code: Create Outlook reminders from Excel spreadsheet

Sub AddAppointments()
'Update by Extendoffice 20180608
    Dim I As Long
    Dim xRg As Range
    Dim xOutApp As Object
    Dim xOutItem As Object
    Set xOutApp = CreateObject("Outlook.Application")
    Set xRg = Range("A2:G2")
    For I = 1 To xRg.Rows.Count
        Set xOutItem = xOutApp.createitem(1)
        Debug.Print xRg.Cells(I, 1).Value
        xOutItem.Subject = xRg.Cells(I, 1).Value
        xOutItem.Location = xRg.Cells(I, 2).Value
        xOutItem.Start = xRg.Cells(I, 3).Value
        xOutItem.Duration = xRg.Cells(I, 4).Value
        If Trim(xRg.Cells(I, 5).Value) = "" Then
            xOutItem.BusyStatus = 2
        Else
            xOutItem.BusyStatus = xRg.Cells(I, 5).Value
        End If
        If xRg.Cells(I, 6).Value > 0 Then
            xOutItem.ReminderSet = True
            xOutItem.ReminderMinutesBeforeStart = xRg.Cells(I, 6).Value
        Else
            xOutItem.ReminderSet = False
        End If
        xOutItem.Body = xRg.Cells(I, 7).Value
        xOutItem.Save
        Set xOutItem = Nothing
    Next
    Set xOutApp = Nothing
End Sub

Note: In the above code, A2:G2 is the data range that you want to create appointments based on.

4. Press the F5 key or click the Run button to run the code. Then all the appointments with specific fields will be inserted into the calendar of your Outlook at once.

And then, you can go to the Calendar of your outlook to view the results, See screenshot: 

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Comments (67)
Rated 5 out of 5 · 2 ratings
Sora
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This comment was minimized by the moderator on the site
Is there a way for me to skip a row if the row above in the range (for xOutItem.Start is blank) have no value.
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JAIME GARCIA
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How can I make this module run automatically when I close Excel? That way I can input data, and only have to close the file without having to manually run the code?
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crystal
crystal     JAIME GARCIA
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Hi JAIME GARCIA，
To make the AddAppointments subroutine run automatically when you close the Excel workbook, you can apply the following VBA code. This event is triggered right before the workbook is closed. Here's how you can adjust the code to run when the workbook is closed:
1. Open the Excel workbook where you want this functionality.
2. Press Alt + F11 to open the VBA editor.
3. In the Project Explorer on the left side, find ThisWorkbook under the VBAProject for your workbook.
4. Double-click ThisWorkbook to open its code module.
5. In the code window for ThisWorkbook, insert the following code.
6. Now you need to save this workbook as Excel Macro-Enabled Workbook (click File > Save As > choose Excel Macro-Enabled Workbook from Save as Type drop-down list > click Save).

Note: In this code, be sure to replace "SheetName" with the actual name of the worksheet containing your appointment data.

Private Sub Workbook_BeforeClose(Cancel As Boolean)
    AddAppointments
End Sub

Sub AddAppointments()
    ' Updated by Extendoffice 20180608
    Dim I As Long
    Dim xRg As Range
    Dim xOutApp As Object
    Dim xOutItem As Object
    Set xOutApp = CreateObject("Outlook.Application")
    Set xRg = ThisWorkbook.Sheets("SheetName").Range("A2:G2") ' Replace "SheetName" with the actual name of your sheet
    
    For I = 1 To xRg.Rows.Count
        Set xOutItem = xOutApp.createitem(1)
        xOutItem.Subject = xRg.Cells(I, 1).Value
        xOutItem.Location = xRg.Cells(I, 2).Value
        xOutItem.Start = xRg.Cells(I, 3).Value
        xOutItem.Duration = xRg.Cells(I, 4).Value
        xOutItem.BusyStatus = IIf(Trim(xRg.Cells(I, 5).Value) = "", 2, xRg.Cells(I, 5).Value)
        xOutItem.ReminderSet = xRg.Cells(I, 6).Value > 0
        xOutItem.ReminderMinutesBeforeStart = IIf(xOutItem.ReminderSet, xRg.Cells(I, 6).Value, 0)
        xOutItem.Body = xRg.Cells(I, 7).Value
        xOutItem.Save
        Set xOutItem = Nothing
    Next I
    Set xOutApp = Nothing
End Sub
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Jdavidde
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Hello:

Thank you all for this amazing forum. I hope you will forgive me if this has already been asked, but is there a way to tweak the code to create an Outlook TASK instead of an appointment?

Please advise.

David
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Rated 5 out of 5
Kristen Miller
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How can I revise the code to include multiple rows?
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crystal
crystal     Kristen Miller
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HI Miller,

In this line Set xRg = Range("A2:G2") of the code, simply change the range "A2:G2" to a range containing multiple rows, such as "A2:G10"
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Kate
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This is a great tool. Was wondering if there is a way to add the appointments to a shared calendar, instead of my personal outlook calendar.
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