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Embedding An Outlook Calendar Event in an Office Document

Embedding An Outlook Calendar Event in an Office Document

I received a request for the following how-to: “I want to embed an outlook calendar entry in a document to allow people to click on the object to add an event to their outlook calendar. How do you do that?”

So you want to create a Word / Excel / PowerPoint document and embed a calendar event in it? No Problem!

1. Create a new calender entry / event in Outlook

2. Click on the entry so it is highlighted or selected and then click FILE -> SAVE AS

3. Save it as an “iCalendar Format” or “vCalendar Format” type document. I saved mine to my desktop.

4. Open Word (or Excel, Or PowerPoint, etc) and there are several ways to embed the file:

a. Drag the file from your desktop into the document. This gives you the least amount of control over the format.

b. Choose INSERT -> OBJECT -> CREATE FROM FILE. Browse to the file and select it, and choose the “Display as Icon” option. If you have an icon you prefer select it. (C:\Program Files\Microsoft Office\Office12 has the office icons)

You now have an icon embedded in your document. You can right click on it to rename it (Select Package Object). When another user double clicks it their calendar event will open. All they have to do is select SAVE AND CLOSE!

Keep in mind, you can also email the file you saved to your desktop as well!

43 Comments

  • Kent Jordan

    September 15, 2008 at 12:41 pm

    Daniel:

    Cool website with some excellent info and tools.
    It appears you may reside/work in San Jose (I grew up there.).
    Anywho, re: the beer
    If you ever make it up to Auburn, CA or even the Greater Sac area I provide the beer and appetizers too (brewpub of your choice).

    Thanks,

    Kent

  • michelle

    October 6, 2008 at 10:37 am

    I want to know if there is a way to make an excel spreadsheet with e-mails that I’ve received?

    Daniel Curran

    October 6, 2008 at 12:30 pm

    @Michelle I dont understand your question. Why would you want to put emails into a spreadsheet? How? For What Purpose?

    Kat

    October 22, 2008 at 4:54 pm

    Will this also work in SharePoint? Is there an easy way to to this in non-Office apps? (I know I’ve seen the links in GoToMeeting invitations, for example.)

    Thanks!

    sam

    October 23, 2008 at 6:43 am

    Does this feature work with Office 2003. Excel is hanging after I perform these steps.

    Daniel Curran

    October 29, 2008 at 2:30 pm

    @Sam – This should work in all versions of office. All you are doing is making an exportable object that links back to Outlook once it is opened.

    @Kat – The method should work independently of Sharepoint as well. All you are doing is sending a calendar entry to someone, they don’t need to be inside your network to open it as long as they have Outlook.

    Jason

    October 30, 2008 at 9:40 am

    I have a Word and Excel document that I would like to create a calendar reminder to but I don’t know if this is possible. I would like to make notes in my docs and then be able to create a calendar reminder in outlook somehow without have to go to Outlook and create it there. Possible?? Something like “Insert Reminder”

      dancurranjr

      December 18, 2008 at 11:36 am

      I am working on a separate post for this – it is a detailed operation with some caveats – stay tuned!

      sydnee

      November 17, 2009 at 12:22 am

      i run Vista at home and wanted to be able to create a calendar to remind me of appointments, tasks, etc. Is that possible with Vista???? Anyone who can help would be very nice.

    Jane

    November 5, 2008 at 1:48 pm

    I have the same question as Jason…I would like to create a calendar reminder linked from Excel to Outlook. Does anyone have a solution?

    Marty

    November 19, 2008 at 9:34 am

    Daniel, VERY helpful. You're the first relevant result I got on Office Online Help too!

    Here's a further question along these lines: I know you can print Outlook's calendar, but I've found a particular calendar as a Word Template that seems ideal. Now, the solution is one of two things, if it exists. Either there is a way (not knowing XML) to paste the document properties into Outlook's Calendar Printing Assistant template helper. Or there is a way to create Outlook fields within this Word Template. The only way to surmount the complexity of the latter would be if you could paste things in two steps: First get the days and dates synced, and then have Outlook recognize from the dates, which calendar boxes to put the events in. Is either one possible?

      dancurranjr

      December 18, 2008 at 11:37 am

      Check out this post: http://danielcurran.com/outlook/how-to-wrap-the-t… and look at the Calendar Print Assistanat

      dancurranjr

      December 18, 2008 at 11:41 am

      Check out this post: http://danielcurran.com/outlook/how-to-wrap-the-t… and look at the Calendar Print Assistant

      oops – I See you are familiar with it! . Not knowing the complexity of the calendar you are using in Word its hard to say the degree of difficulty it would take to recreate it in the Calendar Print Assistant but I am fairly sure it can be done – what have you tried? and what was the hurdle?

      Also take a look at http://www.WinCalendar.com

    Any way to import Outlook appointments into a Publisher calendar? | keyongtech

    January 18, 2009 at 10:03 am

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    getting 2 old 4 this

    January 31, 2009 at 9:49 pm

    Is there a way to link a shared outlook calendar to a powerpoint presentation that will automatically update itself? We are looking for something to display on a screen with a daily agenda along with other items we currently have in a powerpoint presention that constantly scrolls.

    Bob Chambers

    February 26, 2009 at 4:09 pm

    Can a date from an e-mail opened in Outlook be easily transferred to Outlook calendar?

    TJL

    March 10, 2009 at 3:24 pm

    Is it possible to use the Outlook calendar as a source to a WORD mail merge?
    Is it possible to export everything in an Outlook calendar to an Excel spreadsheet?

    MCB

    March 20, 2009 at 4:59 pm

    I'm looking to merge a calendar that's in Excel into an existing Outlook calendar. Is that possible?
    Thanks!

    Roger Cloutier

    March 20, 2009 at 9:02 pm

    How do I show a use a calendar on my desktop?

    Kara

    March 31, 2009 at 3:59 pm

    how do I add an outlook link on a calendar that was made in publisher and posted on a website. In other words, I want people to be able to add the event to their own personal outlook calendar.

    miguelina

    April 25, 2009 at 1:57 pm

    open my outlook

    Susan

    May 28, 2009 at 6:59 pm

    I upgraded to Outlook 2007 and whenever I add an event from an outside source, such as Meetup, Outlook creates a brand new calndar with that one event. I am missing a setting somewhere?

    Susan

    May 28, 2009 at 7:00 pm

    I upgraded to Outlook 2007 and whenever I add an event from an outside source, such as Meetup, Outlook creates a brand new calendar with that one event. I am missing a setting somewhere?

    czydream

    August 18, 2009 at 1:54 am

    Would like to know how to change the year in word calendar dating back as far as 1995????? Thank you

    Donna Devine

    September 9, 2009 at 4:26 am

    Can someone help me! It's late, I'm sick and have a deadline that is long gone! Please??? I just need a graphic of 10/95 through 11/96

    Donna Devine

    September 9, 2009 at 4:28 am

    oh, and….I am begging….

    Smith Bullington

    September 30, 2009 at 4:52 pm

    how do I embed the calendar event into an email I am sending to a distribution list? I tried the instructions above and inserted the object into the email instead of a word file and then sent the email to myself. But when I opened the email and clicked on the icon it did nothing. I am using Office 2007

    Vicente Santos

    October 31, 2009 at 8:28 am

    i am using the networkday formula, my problem is the computer is considering 2 non working days in a week. how can i set my computer with a one non working day in a week? example. here in UAE our weekend is friday so how can i set my computer that friday will be my non working day only?

    jessica davis

    November 2, 2009 at 6:58 pm

    I couldn't get it to work properly.. but I actually wanted to do the reverse. I have a spreadsheet with families and dates other pertinent information for my job and I want to be able to bring it from my excel spreadsheet to my outlook calendar– any ideas?

    Rich

    November 4, 2009 at 7:28 am

    I would like to have Excel trigger a reminder, e.g., open a calendar event on the date in question. Something along the lines of the Conditional Formatting, but here using the date to trigger an event instead of just changing formatting.

    Emmalou

    November 16, 2009 at 4:44 am

    how will i use my excel file data to remind me on the date given data to my calendar outlook?

    B. Sauter

    December 15, 2009 at 11:48 pm

    I want to email someone a worksheet from one of my microsoft office 2007 excel spreadsheets. How do I just email a worksheet?

    Thanks!

    Tanya

    January 26, 2010 at 6:10 pm

    Is there a way to see the responses on the calendar if you send the meeting appt this way?

    vlatt

    January 29, 2010 at 2:30 pm

    Thank you. This is very helpful.

    Clifford

    March 16, 2010 at 5:27 am

    Hi Daniel.

    Im currently running microsoft Office Pro 2003. Following you instructions with selecting the calender & then saving it to my desktop as a “iCalendar or vCalendar” type document. it just doesnt seem to work, keeps on wanting to save as HTML.

    Please advise

    Clifford (S.A)
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    May 26, 2010 at 1:40 pm

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    Clay

    July 18, 2011 at 9:58 am

    I've been able to successfully embed an outlook calendar event into a word document, and even into the body of an email, however, anytime i send that email with or without the attached word document, the recipient can't access the embed link, therefore they are unable to add the event to their calendar. any thoughts or suggestions? I'm using windows 7.

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    Meryl Burdette

    April 17, 2012 at 2:34 am

    Embedding An Outlook Calendar Event in an Office Document

    Emelia Whitehurst

    April 26, 2012 at 3:44 am

    I opened the email and clicked on the icon it did nothing. I am using Office 2007 .

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    Iraqi Dinar

    June 5, 2012 at 7:46 pm

    I would like to have Excel trigger a reminder, e.g., open a calendar event on the date in question. Something along the lines of the Conditional Formatting, but here using the date to trigger an event instead of just changing formatting.

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