Extract Outlook Calendar Events into a Compact Table
Feb 10, 2024 11:57:59 GMT -5
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Post by drcard on Feb 10, 2024 11:57:59 GMT -5
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Extract Outlook Calendar Events into a Compact Table
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Extract Outlook Calendar Events into a Compact Table
What
Instructions on how to extract the events from an Outlook Calendar and place in a compact Word table which has the events listed one row after the next in chronological order, and covering the time period you selected.
Why
The events displayed in the classic calendar view are spread out and limits to one month at a time. Outlook provides ways to print the Calendar in day, week, or month; but this prints the days with no events also. A compact organized list of just the events in chronological order covering the time period you want would be a better method of viewing your events for both future and past events. In addition to the better viewing of the events, events in the list can be searched and counted such as how many of the same event over a period of time (aka: last year I had 27 meetings with John).
How
Note: These instructions are based upon Outlook 2019 and Word 2019 but should apply to other versions of Outlook and Word.
o Open Outlook.
o Select the Calendar icon in the lower left corner of the Outlook window to select the Calendar section.
o Select the View tab of the ribbon above. On the left of the View tab click the down arrow for Change View and select List from the options presented as shown below.
o The classic calendar will be replaced with a list of events in that calendar as shown below.
o If you have more than one Calendar listed, the calendar name in bold type is the current calendar selected and the events in that calendar are displayed in the list. If you select another Calendar the view will revert to the classic calendar view and you will need to Change View to List for that Calendar.
o Once you have the List view for the Calendar you want, place the mouse pointer on the first event in the range of events you wish to extract and click to highlight it. Scroll down the list until the last event in the range of events you wish to extract and place the mouse pointer on this event. Press and hold the Shift key and then click the event to select all events between the two clicks. If you wish to select all events use Ctrl + A. Note: All events from the first event ever entered into this Calendar will be in the list so if you have used this calendar for a long time you will need to scroll down to see the more recent events.
o Once you have the events you want to extract selected and highlighted, press Ctrl + C to copy these events.
o Open a new Word document. Right click in the document and select the text only Paste option as shown below.
o The text will be a bit skewed as shown in this example below, which we will fix.
o Press Ctrl + A to select all the text you just pasted. Press and release the following keys in this order: Alt, N, T, V, Enter (enter keys slowly to give Word time to perform the action). This key combination will place all the selected text neatly into a table as shown below.
o You can delete unused columns to make the table even more compact. You can print or save as a .doc or .pdf file (.pdf works great for transferring to your smart phone).
Side benefit of extracting the events to a table in Word is using Word’s find function.
In the document press Ctrl + F to open the Find Navigation panel.
Enter text that is unique to certain events such as a meeting with a person named John or all meetings on a specific day of the week as shown in the example below.
The Find function will instantly show how many of the events match that search text which is the number of meetings with John or the number of meetings on Monday or any other criteria you would like.
The Find function lists each occurrence and thus becomes an easy way to find the date of a specific meeting with a specific person.
Extract Outlook Calendar Events into a Compact Table
This is a "free" hosting site which means you will get a pop up ad when you click to download Just close the ad and the file will download quickly.
Extract Outlook Calendar Events into a Compact Table
What
Instructions on how to extract the events from an Outlook Calendar and place in a compact Word table which has the events listed one row after the next in chronological order, and covering the time period you selected.
Why
The events displayed in the classic calendar view are spread out and limits to one month at a time. Outlook provides ways to print the Calendar in day, week, or month; but this prints the days with no events also. A compact organized list of just the events in chronological order covering the time period you want would be a better method of viewing your events for both future and past events. In addition to the better viewing of the events, events in the list can be searched and counted such as how many of the same event over a period of time (aka: last year I had 27 meetings with John).
How
Note: These instructions are based upon Outlook 2019 and Word 2019 but should apply to other versions of Outlook and Word.
o Open Outlook.
o Select the Calendar icon in the lower left corner of the Outlook window to select the Calendar section.
o Select the View tab of the ribbon above. On the left of the View tab click the down arrow for Change View and select List from the options presented as shown below.
o The classic calendar will be replaced with a list of events in that calendar as shown below.
o If you have more than one Calendar listed, the calendar name in bold type is the current calendar selected and the events in that calendar are displayed in the list. If you select another Calendar the view will revert to the classic calendar view and you will need to Change View to List for that Calendar.
o Once you have the List view for the Calendar you want, place the mouse pointer on the first event in the range of events you wish to extract and click to highlight it. Scroll down the list until the last event in the range of events you wish to extract and place the mouse pointer on this event. Press and hold the Shift key and then click the event to select all events between the two clicks. If you wish to select all events use Ctrl + A. Note: All events from the first event ever entered into this Calendar will be in the list so if you have used this calendar for a long time you will need to scroll down to see the more recent events.
o Once you have the events you want to extract selected and highlighted, press Ctrl + C to copy these events.
o Open a new Word document. Right click in the document and select the text only Paste option as shown below.
o The text will be a bit skewed as shown in this example below, which we will fix.
o Press Ctrl + A to select all the text you just pasted. Press and release the following keys in this order: Alt, N, T, V, Enter (enter keys slowly to give Word time to perform the action). This key combination will place all the selected text neatly into a table as shown below.
o You can delete unused columns to make the table even more compact. You can print or save as a .doc or .pdf file (.pdf works great for transferring to your smart phone).
Side benefit of extracting the events to a table in Word is using Word’s find function.
In the document press Ctrl + F to open the Find Navigation panel.
Enter text that is unique to certain events such as a meeting with a person named John or all meetings on a specific day of the week as shown in the example below.
The Find function will instantly show how many of the events match that search text which is the number of meetings with John or the number of meetings on Monday or any other criteria you would like.
The Find function lists each occurrence and thus becomes an easy way to find the date of a specific meeting with a specific person.