Step-by-Step Guide: How to Use Excel for Sending Calendar Invites (With Examples!)

If you often need to schedule meetings or send event invites to a large group, doing it manually can be tedious. Luckily, Excel can help streamline the process by allowing you to create calendar invites in bulk using a structured format. This step-by-step guide will show you how to create calendar invites directly from Excel—whether for meetings, webinars, or project reminders.

Let’s dive in.

Table of Contents

Why Use Excel for Calendar Invites?

Excel is perfect for managing event details in a structured format. You can easily:

Plan recurring events.
Send invites to multiple people at once.
Save time by automating the creation of calendar events.

Method 1: Creating Calendar Invites Using Excel + Outlook (CSV Method)

Step 1: Prepare Your Excel Sheet

Create a table with the following columns:

Subject	Start Date	Start Time	End Date	End Time	Location	Description
Team Meeting	03/25/2025	10:00 AM	03/25/2025	11:00 AM	Zoom	Weekly sync-up
Project Kickoff	03/27/2025	2:00 PM	03/27/2025	3:30 PM	Conference Room	Kickoff discussion

Tips:

Keep the date format consistent (MM/DD/YYYY or DD/MM/YYYY depending on your locale).
Ensure time is in 12-hour or 24-hour format as needed.

Step 2: Save Excel as CSV File

Once your sheet is ready:

Click File > Save As.
Choose CSV (Comma delimited) (*.csv) as the file type.

Step 3: Import CSV into Outlook Calendar

Open Outlook.
Go to File > Open & Export > Import/Export.
Choose Import from another program or file > Click Next.
Select Comma Separated Values > Click Next.
Choose your CSV file and calendar destination.
Map the fields (Excel columns to calendar fields in Outlook).
Click Finish.

All your events should now appear in your Outlook calendar!

Method 2: Excel + VBA Script to Create Calendar Invites

If you're comfortable with a bit of coding, you can use VBA (Visual Basic for Applications) to automate calendar invite creation.

Step 1: Press Alt + F11 in Excel to Open VBA Editor.

Step 2: Insert the Following Code:

Sub CreateOutlookInvites()
    Dim OutlookApp As Object
    Dim OutlookMeeting As Object
    Dim i As Integer
    Set OutlookApp = CreateObject("Outlook.Application")

    For i = 2 To Cells(Rows.Count, 1).End(xlUp).Row
        Set OutlookMeeting = OutlookApp.CreateItem(1) ' 1 = olAppointmentItem
        With OutlookMeeting
            .Subject = Cells(i, 1).Value
            .Start = Cells(i, 2).Value + Cells(i, 3).Value
            .End = Cells(i, 4).Value + Cells(i, 5).Value
            .Location = Cells(i, 6).Value
            .Body = Cells(i, 7).Value
            .BusyStatus = 2 ' Busy
            .ReminderMinutesBeforeStart = 15
            .Save ' Use .Send to send immediately
        End With
    Next i
    MsgBox "Calendar Invites Created!"
End Sub

Step 3: Run the Macro

Press F5 in the VBA editor.
Your calendar invites will be created in Outlook.

Example: The first row in Excel has:

Subject: Team Meeting
Start Date: 03/25/2025
Start Time: 10:00 AM
End Date: 03/25/2025
End Time: 11:00 AM
Location: Zoom
Description: Weekly sync-up

This macro will create a calendar invite accordingly.

Bonus: Adding Attendees to Invites (VBA Upgrade)

Add a column for Attendees (Emails) in Excel and update the VBA script:

.Recipients.Add Cells(i, 8).Value
.MeetingStatus = 1 ' olMeeting
.Send

This will send invites to specified recipients.

Conclusion:

Using Excel for calendar invites can save you hours. It's great for managing recurring meetings or events for large teams. Whether you use the CSV import method or VBA automation, Excel gives you flexibility and control over your scheduling tasks.