Create appointments using spreadsheet data

Use this Excel macro to create appointments in different subcalendars in Outlook. To use, type the appointment data in the rows and then run the macro. The macro processes all rows that contain data in Column A, creating appointments using the data in the other columns.

To use, create a spreadsheet with the fields in this order: Calendar Name, Subject, Location, Body, Category, Start, Start Time, End, End Time, Reminder. Set Excel's VBA security to low, then paste the macro into Excel's VBA editor and run the macro.

The calendar's listed in Column A need to exist, Outlook won't create them.

Option Explicit
Public Sub CreateOutlookApptz()
   Sheets("Sheet1").Select
    On Error GoTo Err_Execute
    
    Dim olApp As Outlook.Application
    Dim olAppt As Outlook.AppointmentItem
    Dim blnCreated As Boolean
    Dim olNs As Outlook.Namespace
    Dim CalFolder As Outlook.MAPIFolder
    Dim subFolder As Outlook.MAPIFolder
    Dim arrCal As String
    
    Dim i As Long
    
    On Error Resume Next
    Set olApp = Outlook.Application
    
    If olApp Is Nothing Then
        Set olApp = Outlook.Application
         blnCreated = True
        Err.Clear
    Else
        blnCreated = False
    End If
    
    On Error GoTo 0
    
    Set olNs = olApp.GetNamespace("MAPI")
    Set CalFolder = olNs.GetDefaultFolder(olFolderCalendar)
        
    i = 2
    Do Until Trim(Cells(i, 1).Value) = ""
    arrCal = Cells(i, 1).Value
    Set subFolder = CalFolder.Folders(arrCal)
    
    Set olAppt = subFolder.Items.Add(olAppointmentItem)
         
    'MsgBox subFolder, vbOKCancel, "Folder Name"

    With olAppt
    
    'Define calendar item properties
        .Start = Cells(i, 6) + Cells(i, 7)     '+ TimeValue("9:00:00")
        .End = Cells(i, 8) + Cells(i, 9)       '+TimeValue("10:00:00")
        .Subject = Cells(i, 2)
        .Location = Cells(i, 3)
        .Body = Cells(i, 4)
        .BusyStatus = olBusy
        .ReminderMinutesBeforeStart = Cells(i, 10)
        .ReminderSet = True
        .Categories = Cells(i, 5)
        .Save
    
    End With
                
        i = i + 1
        Loop
    Set olAppt = Nothing
    Set olApp = Nothing
    
    Exit Sub
    
Err_Execute:
    MsgBox "An error occurred - Exporting items to Calendar."
    
End Sub

How to use macros

First: You will need macro security set to low during testing.

To check your macro security in Excel 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To put the code in a module:

1. Right click on VBAProject and choose Insert > Module
2. Copy and paste the macro into the new module.

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Diane Poremsky