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 FilesMicrosoft OfficeOffice12 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!

This entry was posted in Calendar, Excel, Instructions, Outlook, PowerPoint, Word and tagged , , , , , , . Bookmark the permalink.

43 Responses to Embedding An Outlook Calendar Event in an Office Document

  1. Kent Jordan says:

    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

  2. michelle says:

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

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

  4. Kat says:

    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!

  5. sam says:

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

  6. @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.

  7. Jason says:

    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”

  8. Jane says:

    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?

  9. Marty says:

    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?

  10. Pingback: Any way to import Outlook appointments into a Publisher calendar? | keyongtech

  11. getting 2 old 4 this says:

    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.

  12. Bob Chambers says:

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

  13. TJL says:

    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?

  14. MCB says:

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

  15. Roger Cloutier says:

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

  16. Kara says:

    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.

  17. Susan says:

    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?

  18. Susan says:

    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?

  19. czydream says:

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

  20. Donna Devine says:

    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

  21. Donna Devine says:

    oh, and….I am begging….

  22. Smith Bullington says:

    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

  23. Vicente Santos says:

    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?

  24. jessica davis says:

    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?

  25. Rich says:

    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.

  26. Emmalou says:

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

  27. B. Sauter says:

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

    Thanks!

  28. Tanya says:

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

  29. vlatt says:

    Thank you. This is very helpful.

  30. Clifford says:

    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)
    FIFA World Cup in 87 days

  31. eee says:

    eddie haynes

  32. Clay says:

    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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  36. Emelia Whitehurst says:

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

    http://www.piercefoundation.com/

  37. Iraqi Dinar says:

    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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