Print Calendars with Events and Tasks from Excel Files
PrintableCal can create printable calendars containing events and tasks imported from Excel files.
How to format Excel files as calendar data sources
PrintableCal will import events and tasks that are found on the first worksheet of a connected Excel file. The worksheet must be formatted with column header names on the first row, followed by any number of event or task rows. An example spreadsheet is shown below:
The following column header names and variations are supported by PrintableCal and will be automatically mapped to the appropriate field when importing. The fields can be defined in any order. The only mandatory fields are Title and Start (or Start Date and Start Time). All other fields are optional. If columns have other names, the columns can be manually mapped to the appropriate target fields when connecting the Excel file to PrintableCal.
| Field Name | Variations | Description |
|---|---|---|
| Title | Subject, Summary, Event | The event title text. |
| Location | Address, Room | The event location. |
| Category | Categories | The event category. If there are multiple categories, separate them with semicolons. Example: "Work; Important; Follow-up" |
| Description | Body, Message, Detail, Details, Notes, Memo | The event description. |
| Start | Start Date/Time, Starting Date/Time, Begin | The event starting date and time. For an all-day event, just the date is needed. The format should match the date/time format used by Windows, as specified in the Control Panel, under "Clock, Language, and Region > Change date, time, or number formats". Use this field when you want to combine the starting date and time into a single field. If you want to separate the date and time fields, use the Start Date and Start Time fields instead. |
| Start Date | Starting Date, Begin Date | The event starting date. |
| Start Time | Starting Time, Begin Time | The event starting time. Leave blank for all-day events. |
| End | End Date/Time, Ending Date/Time, Finish, Due | The event ending date and time. For an all-day event, just the date is needed. The format should match the date/time format used by Windows, as specified in the Control Panel, under "Clock, Language, and Region > Change date, time, or number formats". Use this field when you want to combine the ending date and time into a single field. If you want to separate the date and time fields, use the End Date and End Time fields instead. If none of these fields are included, the Duration field will be used to calculate the ending date/time. |
| End Date | Ending Date, Finish Date, Due Date | The event ending date. |
| End Time | Ending Time, Finish Time, Due Time | The event ending time. Leave blank for all-day events. |
| Duration | Length | The event duration. The value should be formatted as "N span", where N is a number of span is "minutes", "hours", "days", "weeks", or "months". Example: "30 minutes". This field can be used as an alternative to the End, End Date, and End Time fields. The ending date/time will be calculated when this field is present. |
| Time Zone | Timezone, Time-Zone, Timezone Name, Timezone ID, TZ, TZID | The event time zone. The value should be one of the time zone names supported by Windows, such as "Central Standard Time". Each event can have a time zone specified. A mix of multiple time zones is supported. If not specified, the time zone be assumed to be the same local time zone used by Windows. |
| All Day | All Day Event, Entire Day, All-Day, All-Day Event | An all-day flag used for events that occur over the span of an entire day, such as birthdays and holidays. Values that are blank, "No", or "False" will be treated as non all-day events, while values of "X", "Yes", or "True" will be treated as all-day. This format is also used by the Reminder, Recurs Daily, Recurs Weekly, Recurs Monthly, and Recurs Yearly fields. |
| Required Attendees | Attendee, Attendees, Recipients, Required, To | Required attendees for a meeting request. Multiple attendees can be separated with semicolons. Attendees can be specified with a name followed by an email address (example: "John Doe <johndoe@gmail.com>") or just an email address. Note: Printable doesn't send meeting notices. |
| Optional Attendees | Optional, CC | Optional attendees for a meeting request, formatted the same as Required Attendees.. |
| Organizer | Meeting Organizer, From | The meeting organizer, formatted the same as Required Attendees.. |
| Recurrence | Recurrence Summary, Recurs, Repeat, Repeats | This field specifies a basic recurrence pattern for the event. The first occurrence of the series is specified by the Start field. Supported values are Daily, Weekly, Monthly, and Yearly. This field should be blank for events that don't recur. This field can be used as an alternative to the separate Recurs Daily, Recurs Weekly, Recurs Monthly, and Recurs Yearly fields. |
| Recurs Daily | Daily, Recur Daily | A flag indicating an event that recurs daily. The first occurrence and day-of-week are determined by the Start field. |
| Recurs Weekly | Weekly, Recur Weekly | A flag indicating an event that recurs weekly. The first occurrence and day-of-week are determined by the Start field. |
| Recurs Monthly | Monthly, Recur Monthly | A flag indicating an event that recurs monthly. The first occurrence and day-of-month are determined by the Start field. |
| Recurs Yearly | Yearly, Recur Yearly | A flag indicating an event that recurs yearly. The first occurrence and day-of-year are determined by the Start field. |
| Recurrence End Date | Recurrence End, Recurrence Stop Date, Recurrence Stop | The date when the specified recurrence pattern should end. No additional events will occur after the specified date. Leave blank if the event isn't recurring, doesn't have a known ending date, or if a value has been specified in the Number of Occurrences field. |
| Number of Occurrences | Max Occurrences, Maximum Occurrences, Occurrence Count, Recurrence Count, Occurrences | The maximum number of occurrences of the specified recurring series. Leave blank if the event isn't recurring, doesn't have a known number of occurrences, or if a value has been specified in the Recurrence End Date field. |
| Recurrence Interval | Recur Interval, Repeat Interval, Interval | A number indicating the interval between occurrences of the specified recurrence pattern. For example, if the recurrence pattern is daily and recurrence interval is set to 4, the recurring event will repeat every 4 days. Leave this number blank if the event isn't recurring or should repeat without an interval. |
How to connect PrintableCal to an Excel calendar data source
To configure PrintableCal to import from an Excel file when creating calendars, follow these steps:
- Click the Add Calendar button on the Calendar Data Sources step and select the Local -> Excel File option.
- Select the Excel file to be imported.
- PrintableCal will try to determine the mapping of columns found in the selected Excel file. You can override the column mapping as needed. Since PrintableCal only uses a subset of the possible data, some fields won't have any mapping to PrintableCal. The mapping for non-applicable fields can be set blank to be ignored, or set to the Description field to have their contents appended to the item descriptions that appear in some templates.
- If the OK button is disabled, make sure mappings to the Title and Start (or Start Date) fields are specified. These are the only required fields.
- Click the OK button to add the selected Excel File to PrintableCal's list of available calendar sources.
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Runs on Windows 10, 8, and 7. Requires Excel, Word, or PowerPoint (Office 365, Office 2007 or later).
Compatible with both 32-bit and 64-bit versions of Office.