Copy Recurring Appointment Series to Appointments

Last reviewed on August 5, 2013

Applies to Microsoft Outlook 2010, Outlook 2007, Outlook 2003, Outlook 2002

This code creates appointments from a selected recurring appointment. It picks up the appointment's start date (see warning below!) and creates appointments from the start date up to 30 days in the future, if the recurring appointment does not have an end date set.

The code gets the subject from the date of the selected appointment and creates a filter, so only the selected recurring appointment series is copied to appointments. If you have more than one appointment series with the same subject, appointments will be created for each series, since the filter uses the subject. Edit the subject of the series you want to copy so it is unique.

If you just need a list of dates, see How to print a list of recurring dates using VBA. To copy just a single occurrence to an appointment, see Copy Selected Occurrence to Appointment.

Using the macro

This macro was tested in Outlook 2010, Outlook 2007 and Outlook 2003. It should work with at least Outlook 2002 as well (it's built off the Outlook 2002 macro listed in More Information).

However, the filter (sFilter) needs to be edited for older versions, as [IsRecurring] does not work. Use this instead:

sFilter = “[Start] >= ’1/1/2000′ And [End] < '" & tEnd & "' And [Subject] = " & strSubject

Also, leading or ending spaces (" My Appointment" or "My Appointment ") in the subject will cause the macro to fail with 0 appointments found. Removing the spaces from the subject should take care of it. You could also move or copy the recurring appointment to a new Calendar folder and remove the subject filter.

When you select an appointment in Day/Week/Month view, the start date is for the selected occurrence, not the first appointment in the series. When you select the series in list view, it will use the very first date of the appointment. For this reason, I recommend using list view with this macro. I also recommend leaving the Message Box popup in the code and assigning categories to the copies. It makes it easier to identify inconsistencies before removing the original appointment series. See Tweaking the Macro for additional filter options

I recommend testing this macro first by creating (or copying) a recurring event (or two) to a second Calendar folder and running the code while viewing that folder.

Run a macro from the Developer tab
Outlook 2010 users can customize the QAT or ribbon with a button for the macro (File, Custom ribbon or Quick Access toolbar commands) or you can show the Developer ribbon and run it from the Macros button.

In older versions of Outlook, run the macro from the Tools, Macros menu or customize the toolbar and assign the macro to a toolbar button.

Convert Recurring Appointments to Appointments

Open the VBA Editor using Alt+F11. Expand the Project to display ThisOutlookSession on the left. Double click to open it and paste the code below into the right side. Select a calendar folder then run the macro.

To use, select a recurring appointment or meeting and run the macro. I highly recommend using list view when you use this macro.

Press the Break key on your keyboard to end macro if it is running longer than a few minutes and you are not using a date filter.

Sub ConvertRecurring()
   
   Dim CalFolder As Outlook.MAPIFolder
   Dim CalItems As Outlook.Items
   Dim ResItems As Outlook.Items
   Dim sFilter, strSubject As String
   Dim iNumRestricted As Integer
   Dim itm, newAppt As Object
   Dim tStart, tEnd As Date
 
   ' Use the selected calendar folder
   Set CalFolder = Application.ActiveExplorer.CurrentFolder
   
   ' Get all of the appointments in the folder
   Set CalItems = CalFolder.Items

   ' Sort all of the appointments based on the start time
   CalItems.Sort "[Start]"

   ' Include the recurrences from the selected date forward
   CalItems.IncludeRecurrences = True
   
   ' Pick up the Start Date of the selected appointment occurrence 
   ' Use a List view to get all occurrences
    tStart = Format(Application.ActiveExplorer.Selection.Item(1).Start, "Short Date")

    'end date 30 days from today
    tEnd = Format(Now + 30, "Short Date")
    
   ' Pick up the selected appointment's subject
    strSubject = Application.ActiveExplorer.Selection.Item(1).Subject
 
   'create the Restrict filter
   sFilter = "[Start] >= '" & tStart & "'" & " And [End] < '" & tEnd & "' And  [IsRecurring]  = True And [Subject] = " & strSubject

   ' Apply the filter to the collection
   Set ResItems = CalItems.Restrict(sFilter)

   iNumRestricted = 0

   'Loop through the items in the collection. 
   For Each itm In ResItems
      iNumRestricted = iNumRestricted + 1
      
  Set newAppt = ActiveExplorer.CurrentFolder.Items.Add(olAppointmentItem)

  newAppt.Start = itm.Start
  newAppt.End = itm.End
  newAppt.Subject = itm.Subject & " (Copy)"
  newAppt.Body = itm.Body
  newAppt.Location = itm.Location
  newAppt.Categories = "Test Code, " & itm.Categories
  newAppt.ReminderSet = False
  
' Copies attachments to each appointment.
  If itm.Attachments.Count > 0 Then
    CopyAttachments itm, newAppt
  End If
        
  newAppt.Save

   Next

   ' Display the actual number of appointments created
     MsgBox (iNumRestricted & " appointments were created"), vbOKOnly, "Convert Recurring Appointments"

   Set itm = Nothing
   Set newAppt = Nothing
   Set ResItems = Nothing
   Set CalItems = Nothing
   Set CalFolder = Nothing
  
End Sub

Sub CopyAttachments(objSourceItem, objTargetItem)
   Set fso = CreateObject("Scripting.FileSystemObject")
   Set fldTemp = fso.GetSpecialFolder(2) ' TemporaryFolder
   strPath = fldTemp.Path & "\"
   For Each objAtt In objSourceItem.Attachments
      strFile = strPath & objAtt.FileName
      objAtt.SaveAsFile strFile
      objTargetItem.Attachments.Add strFile, , , objAtt.DisplayName
      fso.DeleteFile strFile
   Next

   Set fldTemp = Nothing
   Set fso = Nothing
End Sub


Tweaking the Macro

If you want to create appointments for all recurring series in the selected calendar, remove the subject from the filter and use a generic start date, or hard-code a date. By using a start date far in the past, you can select any date in the Day, Week, or Month view.
Remember: [IsRecurring] doesn't work in Outlook 2007 and under.

Use a filter with the start date hard-coded:

  sFilter = "[Start] >= '1/1/2000' And [End] < '" & tEnd & "' And  [IsRecurring]  = True And [Subject] = " & strSubject

Use a start date in the past:

tStart = Format(Now - 365, "Short Date")

sFilter = "[Start] >= '" & tStart & "'" & " And [End] < '" & tEnd & "' And  [IsRecurring]  = True"

To include a list of meeting invitees in the appointment body, use

newAppt.Body = "Attendees: " & itm.RequiredAttendees & itm.OptionalAttendees & vbCrLf & itm.Body

This will add your own name on appointments (you are always 'attending').

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

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