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CSV to Outlook Calendar Tips: How to Import Batch Appointments from CSV to Outlook Calendar?

Do you have multiple appointments to add to Outlook calendar? Adding each individual appointment in Outlook through the traditional means can be inefficient and time consuming. Instead, you can use excel to create a CSV file and then import that file.

Here’s how to import CSV to Outlook Calendar:

  1. Launch Outlook
  2. Go to ‘File’ -> ‘Open and Export’ -> and click ‘Import/Export’ option
  3. Select ‘Import from another program or file’ and click ‘Next’
  4. Select ‘Comma Separated Values’ and click ‘Next’
  5. Click ‘Browse’ and go to the location CSV file is located at and select it.
  6. Select what you want to do with the repeated items: either replace, allow, or don’t import
  7. Click ‘Next’
  8. Select the folder you want to import the entries from CSV file and click “Next”
  9. Select the ‘Import *.csv into folder X’ option, which will open up a new window to map custom fields.
    • Here you can map the values from csv file into the appropriate field within the calendar. For example, “Time” field from CSV into “Start Time”
    • More on mapping values below.
  10. Click ‘OK’ once done and then “Finish”
  11. Depending on the number of entries, it will take a few minute to show within the Calendar
csv to outlook

How to Map the Fields from CSV to Outlook Calendar

Importing the file to Outlook Calendar is easy. But you must check how the values from CSV are mapped into the calendar and if that makes sense. Outlook can do some of it by default. For example, if you have a “Subject” field in CSV, Outlook will automatically create appointments with those “subjects.” But if you do not have a “Subject” field, you must manually map whatever field you want to be the subject of appointments.

Therefore, it is far better to create a CSV file with correct fields and format before importing.

It is better to create a CSV file with appropriate labels and texts before importing, rather than mapping the fields afterwards. For example, instead of just putting “Timings,” if you write “Start Time,” Outlook will automatically create an appointment with the correct start time, instead of you having to manually map it.

  • Also make sure to add double quotes for the “subject” field, especially if you have space or special characters within the text in the subject field.
  • We recommend using excel to edit the CSV file instead of using a simple text editor. Excel can neatly arrange the fields and values in CSV inside the column, which makes it easier to manage and edit.
  • Use Excel’s formatting feature to format the column that includes ‘time’ or ‘date’

For entries like “Reminders,” add “Yes” to the field, which means reminder on. Similar examples for Yes-no type entries are: “Add Day Event” and “Private.”