Excel Tutorial: How To Link Excel To Outlook Calendar


Linking Excel to Outlook calendar can be a game-changer for those who rely on both tools for their daily work. By integrating these two platforms, you can effortlessly manage your schedule, deadlines, and appointments all in one place. In this tutorial, we will walk you through the step-by-step process of linking Excel to your Outlook calendar, so you can streamline your workflow and stay organized.

Key Takeaways

  • Linking Excel to Outlook calendar can streamline your workflow and help you stay organized
  • By integrating Excel and Outlook, you can effortlessly manage your schedule, deadlines, and appointments all in one place
  • Setting up automatic synchronization options can ensure that your data is always up to date
  • Editing, removing, or updating the linked data in Outlook is simple and user-friendly
  • Having Excel and Outlook calendar linked offers numerous benefits for those who rely on both tools for their daily work

Setting up the Outlook calendar

Linking Excel to your Outlook calendar can help you stay organized and ensure that important dates and events are always up to date. To get started, you'll need to set up your Outlook calendar and ensure that it's prepared to sync with Excel.

A. Accessing the Outlook calendar settings
  • Step 1: Open Outlook

  • Step 2: Click on the "Calendar" icon

  • Step 3: Navigate to the "File" tab

  • Step 4: Select "Options" from the menu

  • Step 5: Choose "Calendar" from the list of options

B. Creating a new calendar or using an existing one
  • Step 1: Click on "New Calendar"

  • Step 2: Enter a name for the new calendar

  • Step 3: Choose a color for the new calendar

  • Step 4: Click "OK" to create the new calendar

  • Step 5: If you prefer to use an existing calendar, simply select the calendar you want to link to Excel

Exporting the Excel data

When linking Excel to Outlook calendar, it is important to first select the data in Excel that you want to be linked and then choose the export option in Excel.

A. Selecting the data in Excel to be linked
  • Open the Excel workbook

  • Navigate to the worksheet containing the data

  • Click and drag to select the specific range of data to be linked

B. Choosing the export option in Excel
  • Go to the "File" menu

  • Select "Save As" from the options

  • Choose the file format as ".csv" or ".xlsx" depending on the compatibility with Outlook

  • Click "Save" to export the selected data from Excel

Importing the Excel data into Outlook

Importing your Excel data into Outlook can help you seamlessly integrate your calendar events with your other work tasks. Here’s how you can accomplish this:

A. Accessing the Outlook import feature
  • Step 1: Launch Outlook and go to the File tab.
  • Step 2: Click on Open & Export and select Import/Export.
  • Step 3: Choose "Import from another program or file" and click Next.
  • Step 4: Select "Microsoft Excel" as the file type and click Next.
  • Step 5: Click on Browse and locate the Excel file you want to import.
  • Step 6: Choose the calendar in Outlook where you want to import the data and click Next.

B. Mapping the Excel data to the Outlook calendar fields
  • Step 1: In the Import a File dialog box, select the option to “Map Custom Fields”.
  • Step 2: Match the fields from your Excel file to the corresponding fields in Outlook.
  • Step 3: Click on Finish once you have mapped all the necessary fields.
  • Step 4: Review the import summary to ensure that the data has been imported correctly.

Synchronizing the data

Linking Excel to Outlook calendar can be a convenient way to keep all your information in one place. To ensure that your data is up to date, you can synchronize the information between the two programs.

A. Setting up automatic synchronization options

One of the easiest ways to ensure your Excel data is regularly updated in your Outlook calendar is to set up automatic synchronization. This way, you won't have to manually update the information every time there's a change.

1. Open Outlook and Excel

First, make sure both Outlook and Excel are open and running on your computer.

2. Click on the "File" tab

In Outlook, click on the "File" tab at the top left corner. In Excel, click on the "File" tab as well.

3. Select "Options"

In both Outlook and Excel, select "Options" from the menu. This will open up a new window with various settings and preferences.

4. Click on "Advanced" settings

In the Options window, navigate to the "Advanced" settings. Here, you will find the option to enable automatic synchronization between Excel and Outlook.

B. Manually syncing the data when needed

While automatic synchronization is convenient, there may be times when you need to manually update the data in your Outlook calendar from Excel.

1. Open Excel and Outlook

Start by opening both Excel and Outlook on your computer.

2. Select the data to sync

In Excel, select the data that you want to sync with your Outlook calendar. This could be a specific range of cells, a table, or an entire worksheet.

3. Use the Outlook Calendar option

In Excel, find the option that allows you to export or sync data with other applications. Look for the option to sync with Outlook Calendar and follow the prompts to complete the synchronization process.

Managing the linked data

Once you have successfully linked your Excel spreadsheet to your Outlook calendar, it is important to know how to manage the linked data efficiently. This includes editing the linked data in Outlook and removing or updating the link if needed.

A. Editing the linked data in Outlook

After linking your Excel data to your Outlook calendar, you may need to make changes or updates to the linked information. Here’s how to edit the linked data in Outlook:

  • Select the linked event: Open your Outlook calendar and select the event that is linked to your Excel spreadsheet.
  • Edit the details: You can then edit the details of the event, such as the date, time, location, or any other relevant information.
  • Save the changes: Once you have made the necessary edits, be sure to save the changes to update the linked data in Outlook.

B. Removing or updating the link if needed

If you no longer need to keep the Excel data linked to your Outlook calendar, or if you need to update the link with new information, follow these steps:

  • Remove the link: To remove the link between your Excel spreadsheet and Outlook calendar, go to the linked event in Outlook, and select the option to remove the link or unlink the data.
  • Update the link: If you need to update the link with new data from Excel, you can simply repeat the process of linking the spreadsheet to your Outlook calendar with the updated information.


By following the simple steps outlined in this tutorial, you can easily link your Excel spreadsheet to your Outlook calendar. This seamless integration will allow you to keep track of important deadlines, appointments, and events in a single location, without the need to manually input data into both platforms. The benefits of having Excel and Outlook calendar linked include improved organization, time management, and productivity. So, why not take advantage of this useful feature and simplify your work life today?

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