importing schedules outlook

During an import, data is automatically put into a software program or database from a source outside of the program or database. This process helps streamline the task of manually entering data into a system. This article covers everything you need to successfully import schedules into Outlook.

How to Import an Existing Schedule Into Outlook

Migrating data from other calendars into Outlook is very simple. On a side note, you can also  transfer email to Outlook to keep all information in one place. So, here’s what you need to do to migrate the calendar from another app to Outlook:

  1. Open Outlook and select “Calendar” from the navigation bar.
  2. Select “Open Calendar” and then choose “From File.”
  3. Select the type of file you wish to transfer (e.g., CSV, iCalendar, or vCalendar).
  4. Locate the file you wish to migrate and select “Open.”
  5. Select the destination calendar and click “OK.”
  6. Review the import and make any necessary adjustments.
  7. If satisfied with the outcome, select “OK” to complete the process.

What Types of Schedules Can Be Imported?

Users can migrate common types of schedules, including project roadmaps, resource assignments, and milestones. Depending on the software, users may also import other types of agendas. 

For example, some software might allow users to transfer task lists, budget spreadsheets, time-tracking logs, and earned value reports.

If you wish to export email attachments, head over to the article on having Outlook download attachments from multiple emails, which offers a comprehensive guide on manually and automatically downloading email attachments.

Choosing the Right Format for Your Import

The best format for moving data will depend on the type of data being migrated and the software that will use the data. Standard file formats for importing data include CSV, XML, and JSON. Each format has pros and cons, so it’s important to think about what your data and software needs are when choosing a format. 

Software and Places That Allow Exporting Schedules

Schedules can be found in various places, including websites and software applications. Websites such as event websites, conferences, and sports teams often have timetables available to download or print. Print materials such as magazines, newspapers, and brochures may also contain them. Last, schedules can be exported from software like calendars, task managers, and project management tools.

Troubleshooting Tips for Importing Schedules Into Outlook

  1. Ensure that the file you are attempting to import is in a compatible format. Outlook accepts files in either CSV or ICS formats.
  2. Make sure that the data in the file is accurate. If any of the information needs to be corrected, Outlook may be unable to import the schedule correctly.
  3. Check the time zone settings in Outlook. If the time zone in Outlook matches the time zone in the file, the migration will likely be correct.
  4. Ensure that the file is not password-protected. Outlook does not accept password-protected files.
  5. Check the size of the file. If the file is too large, Outlook may not be able to import it.
  6. Restart Outlook and repeat the whole process.

Importing Schedules to Outlook

The first step in migrating the calendar into Outlook is to choose the source. You can export data from other programs such as Google Calendar, Apple Calendar, and Microsoft Exchange. iCalendar files, CSV files, and other formats are also suitable for this task.

Select Option

After choosing the source, you have to choose the option to import the schedule. Depending on the source, you may need to enter the date range or specific dates you want to transfer. Once that’s done, Outlook will initiate the migration process.

Once the migration is complete, you can review the outcome in Outlook. You can then edit the schedule, and add notes, reminders, and other information  as needed


The process is quite simple if you want to migrate schedules. All you need to do is select a source, select the option to import the schedule, and wait for the target to complete the process. Once the migration is complete, you can edit the imported schedule as needed.



If you use Outlook to manage your work and daily routine, consider migrating calendars from other applications. This can help you keep track of meetings, appointments, and other important events. 

By Jim O Brien/CEO

CEO and expert in transport and Mobile tech. A fan 20 years, mobile consultant, Nokia Mobile expert, Former Nokia/Microsoft VIP,Multiple forum tech supporter with worldwide top ranking,Working in the background on mobile technology, Weekly radio show, Featured on the RTE consumer show, Cavan TV and on TRT WORLD. Award winning Technology reviewer and blogger. Security and logisitcs Professional.