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How to Import Appointments into a Group Calendar

Slipstick Systems

› Microsoft 365 › How to Import Appointments into a Group Calendar

Last reviewed on June 17, 2018     36 Comments

Applies to: Office 365 Exchange, Outlook (classic)

Cut (or copy) and paste is not working at this time. The appointments need to be added to the calendar as new items, otherwise they will not sync up to the server. The macro works with individual appointments and recurring appointments but DOES NOT support Exceptions.

Although you can’t drag and drop appointments into a Group Calendar, or import a calendar ics file (or CSV) directly into a group calendar, you can add events to a group calendar in bulk using a macro.

If the appointments are in a .ics file, you'll need to import the events into an Outlook Calendar (or open the ics file as a Calendar). Do not import them into your own calendar as the macro creates a copy of everything in the source calendar into the Group Calendar and sends invites to all group members.

The second macro below created appointments using data stored in CSV files or Excel Wordbooks.

Use a Macro to Copy Appointments

This macro will copy appointments from a calendar in your mailbox (this example uses a subfolder under your calendar folder called "CopyGroups") to the group calendar and sends the meeting (which is required to add it to the group calendar and sync to the server.)

This macro does not copy exceptions (it will handle recurrences).

To use, add the appointments you need on the group calendar to a calendar folder in your mailbox then select the group calendar you want to add them to and run the macro.

Option Explicit
Public Sub CopytoGroupCalendar()
    Dim objOL As Outlook.Application
    Dim objItems As Outlook.Items
    Dim objFolder As Outlook.Folder
    Dim objGroupFolder As Outlook.Folder
    Dim obj As Object
    Dim cAppt As AppointmentItem
    Dim moveAppt As AppointmentItem
    Dim strName As String
    Set objOL = Outlook.Application
    
    ' Calendar containing the appointments
    Set objFolder = Session.GetDefaultFolder(olFolderCalendar).folders("CopyGroups")
    Set objItems = objFolder.Items

    'you are viewing the group calendar to add them to
    Set objGroupFolder = objOL.ActiveExplorer.CurrentFolder
    strName = objGroupFolder.name
    
    For Each obj In objItems

    Set cAppt = objGroupFolder.Items.Add(olAppointmentItem)

    With cAppt
        .Subject = obj.Subject & Format(Time, " hh:mm:ss")
        .Start = obj.Start
        .Duration = obj.Duration
        .Location = obj.Location
        .Body = obj.Body
        .Categories = obj.Categories
        .Save
        .Send
    End With
    
If obj.IsRecurring = True Then
    
 Dim objPattern As RecurrencePattern
 Dim cApptPattern As RecurrencePattern
  
 Set objPattern = obj.GetRecurrencePattern
 Set cApptPattern = cAppt.GetRecurrencePattern
    cApptPattern.StartTime = objPattern.StartTime
    cApptPattern.EndTime = objPattern.EndTime
    cApptPattern.RecurrenceType = objPattern.RecurrenceType
    cApptPattern.PatternStartDate = objPattern.PatternStartDate
    cApptPattern.Interval = objPattern.Interval
    cApptPattern.NoEndDate = objPattern.NoEndDate
    cApptPattern.Duration = objPattern.Duration
    cApptPattern.Occurrences = cApptPattern.Occurrences
 
 If objPattern.NoEndDate = False Then
  cApptPattern.PatternEndDate = objPattern.PatternEndDate
 End If
 
 If objPattern.RecurrenceType = olRecursWeekly Then
    cApptPattern.DayOfWeekMask = objPattern.DayOfWeekMask
 End If
 
 If objPattern.RecurrenceType = olRecursMonthly Then
    cApptPattern.DayOfMonth = cApptPattern.DayOfMonth
 End If
 
 If objPattern.RecurrenceType = olRecursMonthNth Then
    cApptPattern.DayOfWeekMask = cApptPattern.DayOfWeekMask
 End If
 
 If objPattern.RecurrenceType = olRecursYearly Then
    cApptPattern.DayOfMonth = cApptPattern.DayOfMonth
 End If
 
 If objPattern.RecurrenceType = olRecursYearNth Then
    cApptPattern.DayOfWeekMask = cApptPattern.DayOfWeekMask
 End If

 
End If
    
 cAppt.Save

 Next
  
    Set obj = Nothing
    Set objItems = Nothing
    Set objFolder = Nothing
    Set objOL = Nothing
End Sub

Import From Excel

If the appointment data is stored in a CSV or Excel workbook, you can import the worksheet using this Outlook macro.

To use, open the Group Calendar you want to add the appointments to and run the macro.

The Excel version of this macro is here: "Create Appointments Using Spreadsheet Data". You'll need to identify the Group Folder using Set CalFolder = olApp.ActiveExplorer.CurrentFolder and select the Group Calendar before running the macro.

Public Sub ImportExcelToGroup()
  
    Dim olApp As Outlook.Application
    Dim olAppt As Outlook.AppointmentItem
    Dim blnCreated As Boolean
    Dim olNs As Outlook.NameSpace
    Dim CalFolder As Outlook.Folder
    Dim i As Long
    Dim xlApp As Object
    Dim xlWB As Object
    Dim xlSheet As Object
    Dim enviro As String
    Dim strPath As String

    On Error GoTo Err_Execute
enviro = CStr(Environ("USERPROFILE"))
'the path of the workbook
 strPath = enviro  & "\Documents\appointments.xlsx"
     On Error Resume Next
     Set xlApp = GetObject(, "Excel.Application")
     If Err <> 0 Then
         Application.StatusBar = "Please wait while Excel source is opened ... "
         Set xlApp = CreateObject("Excel.Application")
         blnCreated = True
     End If
     On Error GoTo 0
     'Open the workbook to input the data
     Set xlWB = xlApp.Workbooks.Open(strPath)
     Set xlSheet = xlWB.Sheets("Sheet1")

      
    On Error Resume Next
    Set olApp = Outlook.Application
     
    On Error GoTo 0
      
    Set olNs = olApp.GetNamespace("MAPI")
   Set CalFolder = olApp.ActiveExplorer.CurrentFolder
          
    i = 2
    Do Until Trim(xlSheet.Cells(i, 1).Value) = ""
      
    Set olAppt = CalFolder.Items.Add(olAppointmentItem)
            
    With olAppt
      
    'Define calendar item properties
        .Start = xlSheet.Cells(i, 5) + xlSheet.Cells(i, 6)     '+ TimeValue("9:00:00")
        .End = xlSheet.Cells(i, 7) + xlSheet.Cells(i, 8)       '+TimeValue("10:00:00")
        .Subject = xlSheet.Cells(i, 1)
        .Location = xlSheet.Cells(i, 2)
        .Body = xlSheet.Cells(i, 3)
        .BusyStatus = olBusy
        .ReminderMinutesBeforeStart = xlSheet.Cells(i, 9)
        .ReminderSet = True
        .Categories = xlSheet.Cells(i, 4)
        .Save
      
    End With
                  
        i = i + 1
        Loop
    Set olAppt = Nothing
    Set olApp = Nothing
    Set xlWB = Nothing
    Exit Sub
      
Err_Execute:
    MsgBox "An error occurred - Exporting items to Calendar."
      
End Sub

Delete Meetings from Group Calendar

One thing I quickly discovered when testing the macro was how tedious it is to delete events from a group calendar. Because each event is a meeting, you can't simply delete everything, you need to cancel the meetings and send the Cancelation. This macro clears the Group Calendar but does not send cancelation messages - if you need to send cancelations, you'll need to cancel each meeting "the old fashioned way".

To use, select the Group calendar you need to clear then run the macro.

Public Sub DeleteGroupMeetinga()
    Dim objOL As Outlook.Application
    Dim objItems As Outlook.Items
    Dim objFolder As Outlook.MAPIFolder
    Dim obj As AppointmentItem
    Dim intCount As Long
  
    Set objOL = Outlook.Application
    Set objFolder = objOL.ActiveExplorer.CurrentFolder
    Set objItems = objFolder.Items

For intCount = objItems.Count To 1 Step -1
 Set obj = objItems.Item(intCount)
     With obj
      .MeetingStatus = olMeetingReceivedAndCanceled
    .Delete
     End With
 
    Next
  
    Set obj = Nothing
    Set objItems = Nothing
    Set objFolder = Nothing
    Set objOL = Nothing
End Sub

Copy and Paste (not currently working)

You need to use Cut and Paste, drag and drop doesn’t work.

  1. Import the ics into your calendar.
  2. Switch to the List view.
    switch to a list view
  3. Select the events then use Ctrl+X to cut (or Ctrl+C to copy).
  4. Switch to a List view on the group calendar.
  5. Use Ctrl+V to paste.
    paste into group calendar
  6. Reset the view or switch back to the monthly view when you're finished.

If you are only moving recently imported events into the group calendar, add the modified field to the view. Turn off grouping and sort by the Modified date field. Cut or copy the appointments based on the modified time.

 

How to Use Macros

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

To check your macro security in Outlook 2010 and above, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

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 Project1 and choose Insert > Module
  2. Copy and paste the macro into the new module.

More information as well as screenshots are at How to use the VBA Editor

How to Import Appointments into a Group Calendar was last modified: June 17th, 2018 by Diane Poremsky

Related Posts:

  • Working with All Items in a Folder or Selected Items
  • Use VBA to get an Appointment's Time Zone
  • Change Appointments Macro
  • Adding Birthdays and Anniversaries to Outlook's Calendar

About 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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Yolanda Larner (@guest_216067)
October 15, 2020 7:56 pm
#216067

I know this an old thread but hoping someone can assist. I've used macro before and it work but all of the appointments came over with what I think is the time of import in the subject line ex. Columbus Day 14:15:10

Is there any way to remove the numbers?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Yolanda Larner
October 15, 2020 11:50 pm
#216068

Sure... edit the macro to remove the time;
.Subject = obj.Subject & Format(Time, " hh:mm:ss")

.Subject = obj.Subject

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Yolanda Larner (@guest_216074)
Reply to  Diane Poremsky
October 16, 2020 4:57 pm
#216074

Thank you! So I edited it to remove he time but now I'm getting run-time error that says I must specify a valid time. When I click Debug it goes to this line:

cApptPattern.StartTime = objPattern.StartTime

Is there something else I need to do?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Yolanda Larner
October 17, 2020 1:09 am
#216076

The only thing you needed to do to remove the time from the subject was edit the subject line. That would not affect recurring events.

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Yolanda Larner (@guest_216088)
Reply to  Diane Poremsky
October 19, 2020 3:15 pm
#216088

That's what I did (see below in bold) and when I ran it I received the attached error message. I also noticed that about 20 appointments did copy but that is a small fraction of what should have copied. I didn't make any other changes outside of what you instructed. Option Explicit Public Sub CopytoGroupCalendar()   Dim objOL As Outlook.Application   Dim objItems As Outlook.Items   Dim objFolder As Outlook.Folder   Dim objGroupFolder As Outlook.Folder   Dim obj As Object   Dim cAppt As AppointmentItem   Dim moveAppt As AppointmentItem   Dim strName As String   Set objOL = Outlook.Application       ' Calendar containing the appointments   Set objFolder = Session.GetDefaultFolder(olFolderCalendar).Folders("United States Holidays")   Set objItems = objFolder.Items   'you are viewing the group calendar to add them to   Set objGroupFolder = objOL.ActiveExplorer.CurrentFolder   strName = objGroupFolder.Name       For Each obj In objItems   Set cAppt = objGroupFolder.Items.Add(olAppointmentItem)   With cAppt     .Subject = obj.Subject     .Start = obj.Start     .Duration = obj.Duration     .Location = obj.Location     .Body = obj.Body     .Categories = obj.Categories     .Save     .Send   End With     If obj.IsRecurring = True Then      Dim objPattern As RecurrencePattern  Dim cApptPattern As RecurrencePattern     Set objPattern = obj.GetRecurrencePattern  Set cApptPattern = cAppt.GetRecurrencePattern   cApptPattern.StartTime = objPattern.StartTime   cApptPattern.EndTime = objPattern.EndTime   cApptPattern.RecurrenceType = objPattern.RecurrenceType   cApptPattern.PatternStartDate = objPattern.PatternStartDate   cApptPattern.Interval = objPattern.Interval   cApptPattern.NoEndDate = objPattern.NoEndDate… Read more »

2020-10-19_15-09-35.jpg
Last edited 4 years ago by Yolanda Larner
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Alan (@guest_215253)
May 22, 2020 1:56 pm
#215253

Thanks so much Diane! your instructions were great. Only had trouble , the COPYGROUPS must be in the CALENDARS folder. My bad. Thanks,
Alan

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Alexander Olijnyk (@guest_214648)
January 23, 2020 10:25 am
#214648

I know that this entry is quite old but still I hope, that someone can help me with an issue I got. After a long way to add an appointment to a group calendar by using a macro, this finally helped me! Thanks for that. The only thing I would like to do is to add attendees with this code. Right now, the appointment is being created with ALL people that got access to the group calendar but I got several appointments that shall be added with individual attendees for each position.

Is there a chance to do that? Unfortunately I am very noobish when it comes to VBA so I hope I can get some advice from you.

Thanks in advance,

Alex

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Alexander Olijnyk
January 23, 2020 9:25 pm
#214654

I'll take a look at it - see if it works. It will need ot be converted to a meeting (easy) and the recipients added - just not sure who well groups will like it.

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Evan (@guest_214987)
Reply to  Alexander Olijnyk
April 1, 2020 6:27 pm
#214987

How were you able to get it to run? Ever time I attempt, I get the pop up "the macros in this project are disabled."

Would appreciate if you have any advice as this is the only method of importing to a group calendar that I've found to have any potential..Thanks

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Michael Dufty (@guest_213762)
August 13, 2019 4:20 am
#213762

Thanks for this, very useful macro.
There seems to be an error with annually recurring appointments, they come in with a day of the week recurrence (yay its my birthday every week) I see the code does the same thing for annual as day of the week recurrences so suspect its just a mistake. I also had a problem with some non-recurring appointments still going into the recurrence analysis and giving a date error because they have a date of 0 (year 1600). Adding a check for 0 dates and skipping those appointments seem to fix it, but I don't know why they were being looked at anyway.

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Robert (@guest_210615)
March 14, 2018 11:28 am
#210615

Is copy and paste working now? I was able to do it with the latest build.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Robert
March 14, 2018 11:47 am
#210617

It's probably been fixed for about a year- if its working, no one would be looking for how to do it so i put off updating the page. :)
Copy and paste into the calendar works (always has) - its the sync to the server that doesn't work.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Robert
March 14, 2018 12:02 pm
#210618

Actually, the problem wasn't with copy and paste (it appears to work) but with syncing the things you copied and pasted... you need to confirm they sync up to the server, either by checking the calendar from another account that has access, checking from OWA, or deleting the NST file (close outlook, delete it, reopen outlook).

It looks like it wasn't fixed... things aren't syncing up.

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Tammy Miller (@guest_207015)
June 7, 2017 2:04 pm
#207015

Gave the Macro to Copy Appointments a try. I encountered the following error"visual basic runtime error '-315490295 (ed320009)': you must specifiy a valid time" at the line cApptPattern.StartTime = objPattern.StartTime under the recurrence section. The result was some of the appointment copied to my Office 365 Group Calendar, but only three recurrences worked. The rest of the appointments with recurrences only copied over the first appointment with no recurrence pattern. It also put the time that I ran the macro into the Subject line of every appointment that it copied. Any suggestions on how resolve the recurrence issue?

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Tammy Miller
September 20, 2017 5:33 pm
#208666

Sorry I missed this earlier. :( The import time is added in this line:
.Subject = obj.Subject & Format(Time, " hh:mm:ss")
you can remove the time code.

i will need to test it to see if i can repro the error - but that error indicates the value for the start field is not correct.

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Mike K (@guest_214767)
Reply to  Diane Poremsky
February 18, 2020 12:00 pm
#214767

Running into the same error. Any wisdom?

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Reply
Diane Poremsky(@diane-poremsky)
Author
Reply to  Mike K
February 18, 2020 11:49 pm
#214768

It means the time is not properly formatted. Is it erroring on the same line?
cApptPattern.StartTime = objPattern.StartTime

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Evan (@guest_214988)
Reply to  Diane Poremsky
April 1, 2020 6:36 pm
#214988

I am having this error at the same line

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Neil Beytagh (@guest_215071)
Reply to  Diane Poremsky
April 20, 2020 12:24 pm
#215071

I too am having this very issue, and that is where I am seeing my error as well. I only have a single recurring appointment show up on my test group calendar.

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Neil Beytagh (@guest_215073)
Reply to  Diane Poremsky
April 20, 2020 1:52 pm
#215073

Diane, I am having this same issue with only one of my recurring appointments being copied. Any chance you were able to figure out the issue?

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Brendan O\'Rourke (@guest_205808)
April 9, 2017 4:30 pm
#205808

Thank you for this! Save me a ton of time.

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Brian (@guest_200265)
July 27, 2016 9:41 am
#200265

I also need this to work. However, I have about 5k events that I want to copy over to Outlook Groups so editing each one would prove rather time consuming.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Brian
July 27, 2016 9:59 am
#200266

Are there other items on the calendar? It might be possible to use a macro to copy (and then delete) the original so they upload. (It would definitely be better if they fixed this on the backend.)

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Brian (@guest_200267)
Reply to  Diane Poremsky
July 27, 2016 2:05 pm
#200267

Mostly just one time appointments, meetings. Maybe about 30 recurring. Wondering if there's a PowerShell way to automate it.

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Diane Poremsky(@diane-poremsky)
Author
Reply to  Brian
July 27, 2016 5:05 pm
#200273

There is a ps script to import appointments from a spreadsheet and should be one3 to import from a pst, but i don't know if they will work with groups. The reason they aren't syncing up is because they need to be meetings, not appointments, and Sent.

I have a macro that works, but currently only works with individual events, not recurring. I'll post it on this page next then work on recurring. Just copying in-place, settings as a meeting and sending isn't working - was hoping it would as it would be easy. Using a macro to create new appointments (as meetings, and send them) in the folder works.

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