How to Create a Calendar with Microsoft Excel

Table of contents:

2024 Author: Samantha Chapman | [email protected]. Last modified: 2023-12-17 09:13

Although its fame is due to completely different uses, Microsoft Excel can also be used to create and manage a calendar. The ready-made and freely customizable calendar templates are numerous, a real advantage in terms of time for those who do not want to create and format their own calendar from scratch. Using an Excel calendar, it is also possible to import all the events contained in the worksheet into the Outlook calendar.

Steps

Method 1 of 2: Use an Excel Template

Create a Calendar in Microsoft Excel Step 1

Step 1. Start by creating a new Excel document

To do this, go to the "File" tab of the menu or press the button with the Office logo and then choose the "New" option. A series of templates will be displayed to choose from.

In some versions of Excel, such as Excel 2011 for Mac, you will need to select "New from Template" in the "File" menu, instead of "New".
Creating a calendar starting from a ready-made template allows you to have an empty calendar to be completed with events and anniversaries. This step does not automatically convert your data to the format used by the calendar. If you need to import a list of data from an Excel sheet into an Outlook calendar, refer to the next section of the article.

Create a Calendar in Microsoft Excel Step 2

Step 2. Look for a ready-made calendar template

Depending on the version of Office you are using, there will be a "Calendars" section or you will need to search using the keyword "calendars". Some versions of Excel display some calendar templates directly on the main page. If these templates meet your needs, you can use them directly; if not, you can search for new calendar templates directly online.

You can perform a more specific search according to your needs. For example, if you want to create a calendar for school use, search using the keywords "academic calendar"

Create a Calendar in Microsoft Excel Step 3

Step 3. Set up the template to use the correct dates

After uploading the template that best suits your needs, a blank calendar will appear. The reference dates may be incorrect, but you can usually change them using the date selection menu.

The procedure for changing the date range used by the calendar may vary depending on the template you choose. Normally, you can select the field relating to the month or year displayed by the calendar and then press the ▼ button that appears. This will display a drop-down menu showing the available options. The calendar will then be modified automatically based on the choice made.
Normally, it is also possible to set the starting day of the week by acting on the appropriate drop-down menu. Also in this case the calendar will be modified automatically based on the choices made.

Create a Calendar in Microsoft Excel Step 4

Step 4. Review the available tips

Many calendar templates have a text field that displays tips to guide you in changing the reference date range or other calendar settings. If you do not want this text box to appear on the hard copy of the calendar, you must manually clear it before printing.

Create a Calendar in Microsoft Excel Step 5

Step 5. Edit every graphic aspect of the calendar according to your needs

You can alter the visual appearance of any calendar item by selecting it and making the desired changes via the menu's Home tab. You can vary the font style, color, size and more, just like any other Excel object.

Create a Calendar in Microsoft Excel Step 6

Step 6. Enter the events and occurrences

After completing the configuration of your calendar, you can proceed to enter the events and your personal information. Select the cell where you want to insert the data, then start the insertion. If you need to insert multiple events within a single day, you will need to be a little creative in optimizing the space available.

Method 2 of 2: Import an Excel List into an Outlook Calendar

Create a Calendar in Microsoft Excel Step 7

Step 1. Create a new blank worksheet within Excel

One of the features available within the Office package is to be able to import the data contained in an Excel sheet into an Outlook calendar. This makes it easy to import information, such as business appointments.

Create a Calendar in Microsoft Excel Step 8

Step 2. Enter the appropriate headings within the spreadsheet

If the data has the correct headers, the Outlook import process will be much easier. In the first row of the sheet, enter the following column headings:

Object;
Start date;
Start time;
End date;
End time;
Description;
Place.

Create a Calendar in Microsoft Excel Step 9

Step 3. Insert each calendar entry into a new row

Inside the "Subject" field, the name of the event or recurrence must be entered which will correspond to the information that will be displayed in the calendar. It is not necessary to fill in all fields, but you must provide at least one "Subject" and "Start Date" for each event.

Make sure you format your dates using the "DD / MM / YY" or "MM / DD / YY" standards so that Outlook can interpret them correctly.
Using the "Start date" and "End date" fields, you can have an event roll over multiple days.

Create a Calendar in Microsoft Excel Step 10

Step 4. Enter the "Save As" menu

When you are done inserting, save your list in a compatible format for importing into Outlook.

Create a Calendar in Microsoft Excel Step 11

Step 5. Choose "CSV (comma delimited)" format from the file type menu

It is one of the most used formats for importing data into different programs, including Outlook.

Create a Calendar in Microsoft Excel Step 12

Step 6. Save the file

Name the new file, then save it in "CSV" format. If Excel asks you to confirm your choice before continuing, simply hit the "Yes" button.

Create a Calendar in Microsoft Excel Step 13

Step 7. Log into your Outlook calendar

Outlook is one of the programs that belongs to the Microsoft Office suite and is usually installed together with Excel. When you open Outlook, press the "Calendar" button in the lower left corner of the screen to view your personal calendar.

Create a Calendar in Microsoft Excel Step 14

Step 8. Go to the "File" tab of the menu, then choose the "Open and Export" option

A list of options related to Outlook data management will be displayed.

Create a Calendar in Microsoft Excel Step 15

Step 9. Choose the "Import / Export" item

A new window will appear dedicated to importing and exporting data to and from Outlook.

Create a Calendar in Microsoft Excel Step 16

Step 10. Select the "Import data from other programs or files" item, then choose the "Comma Separated Values" option

You will be asked to select the file that contains the data to import.

Create a Calendar in Microsoft Excel Step 17

Step 11. Press the "Browse" button, then locate and select the "CSV" file you created in Excel

If you haven't changed the default Excel save directory, the file should be inside the "Documents" folder.

Create a Calendar in Microsoft Excel Step 18

Step 12. Make sure the "Calendar" option is selected as the destination folder

This setting should already be selected as the default since you are viewing your Outlook calendar.

Create a Calendar in Microsoft Excel Step 19

Step 13. To complete the import of the chosen file, press the "Finish" button

Your data will be processed and all the identified events will be inserted into the Outlook calendar. All your appointments and events will be entered on the correct days, based on the dates in your Excel file. If you have also included descriptions, you will be able to consult them after selecting the single event.

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