How to Export Calendar from Outlook to Excel: A Step-by-Step Guide

How to Export Calendar from Outlook to Excel

Exporting your calendar from Outlook to Excel is simpler than you might think. Start by opening Outlook and navigating to your calendar. Use the ‘Export’ feature to create a file that Excel can read. Then, open Excel and import the file. Voila! Your calendar events are now in a spreadsheet.

How to Export Calendar from Outlook to Excel

Ready to get your Outlook calendar into Excel? Follow these steps to seamlessly transfer your calendar events to a spreadsheet.

Step 1: Open Outlook Calendar

First, open your Outlook application and go to the calendar you want to export.

Navigating to your calendar is easy. Just find the calendar icon at the bottom left corner of Outlook and click it. Make sure you’re looking at the correct calendar, especially if you manage multiple ones.

Step 2: Access the Export Function

Click on ‘File’ in the top left corner and select ‘Options’. From there, choose ‘Advanced’ and click on ‘Export’.

The Export function is located in the ‘Advanced’ settings under ‘File’ options. This will open the Import and Export Wizard, which guides you through the process.

Step 3: Choose Export to a File

Select ‘Export to a file’ and click ‘Next’. Then choose ‘Comma Separated Values’ and click ‘Next’ again.

Choosing the ‘Export to a file’ option is crucial as it creates a file format that Excel can easily read. The ‘Comma Separated Values’ format (.csv) is one of the most compatible formats for Excel.

Step 4: Select Calendar

Choose the calendar folder that you want to export and click ‘Next’.

Make sure you select the correct calendar. If you manage multiple calendars, they should all appear in a list, so pick the one that has the events you need.

Step 5: Save the File

Browse to choose a location on your computer where you’d like to save the file, name it, and click ‘Finish’.

Decide where you’d like to save the file so you can find it easily later. Give it a name that makes sense for quick identification.

Step 6: Open Excel and Import the File

Open Excel, go to ‘Data’ on the menu bar, and select ‘From Text/CSV’. Locate your saved file and click ‘Import’.

In Excel, the ‘From Text/CSV’ option allows you to import your .csv file. Navigate to where you saved your file, select it, and click ‘Import’ to see your calendar events in a spreadsheet format.

Step 7: Complete the Import Process

Follow the prompts to complete the import process. Your calendar events should now be in Excel.

Excel will guide you through the final steps to complete the import. This might include choosing delimiters or setting data formats. Once done, your calendar events will populate the spreadsheet.

After completing these steps, your Outlook calendar events will be neatly organized in an Excel spreadsheet. You can now sort, filter, and analyze your calendar data as you please.

Tips for Exporting Calendar from Outlook to Excel

  • Make sure your Outlook is up-to-date. Older versions might not support certain features or file formats.
  • Double-check the calendar you are exporting. It’s easy to accidentally export the wrong one.
  • Save your .csv file in a location that is easy to remember.
  • Use clear and concise titles for your calendar events to ensure they are easily recognizable when imported into Excel.
  • Familiarize yourself with Excel functions like sorting and filtering to make the most out of your exported calendar data.

Frequently Asked Questions

Can I export multiple calendars at once?

No, you need to export each calendar individually. Repeat the steps for each calendar you wish to export.

What if I can’t find the ‘Export’ option in Outlook?

Ensure you’re in the calendar view and that your Outlook version supports exporting. If it’s still not there, you might need to update your software.

What file format should I choose for export?

Choose the ‘Comma Separated Values’ (.csv) format as it is easily compatible with Excel.

Can I automate this process?

There are third-party tools available that can automate exporting calendar events from Outlook to Excel, but they may come with a cost.

How do I handle recurring events?

Recurring events are exported as individual entries for each occurrence. This can be adjusted in Excel if needed.


  1. Open Outlook Calendar.
  2. Access the Export Function.
  3. Choose Export to a File.
  4. Select Calendar.
  5. Save the File.
  6. Open Excel and Import the File.
  7. Complete the Import Process.


Exporting your calendar from Outlook to Excel is a practical way to manage and analyze your scheduling data. Whether you’re looking to sort your meetings, filter events by date, or simply have a backup, this process is straightforward and quick. Once you’ve followed the outlined steps, you’ll find that having your calendar in Excel opens up new possibilities for data management.

Remember, staying organized is key, and knowing how to export calendar from Outlook to Excel can be a game-changer for your productivity. Give it a try, and you might find that managing your schedule becomes a whole lot easier. Thanks for sticking around, and happy exporting!

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