Re: Export Data From Cal in Public Folder

  • Thread starter Thread starter Sue Mosher [MVP]
  • Start date Start date
S

Sue Mosher [MVP]

Create a new Calendar folder in your mailbox or a PST file. View the public
folder with the By Category view. Select all items in the view and copy to
the new Calendar folder.
--
Sue Mosher, Outlook MVP
Outlook and Exchange solutions at http://www.slipstick.com
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers
 
Thank you for responding to my post.

I have tried your suggestion, but the best I seem to be
able to do is get all of the data into one appointment.

I also tried to copy the actual calendar structure over
and then the data; it responds with an error:

"Can't copy folder. A top-level folder can't be copied to
one of its subfolders. Or, you may not have appropriate
permissions for the folder. To check your permissions for
the folder, right-click the folder, and then click
Properties on the shortcut menu."

I have owner privileges on the calendar and on my
mailbox. When I try to copy the calendar itself, it
copies the calendar with about 50 entries (of ~400) and
still gives the response above. When I try to export
those 50 entries, I only get the titles and not the data.

Here is the general structure:
+Mailbox - Jodi
+Outlook Today [Personal Folder]
+Public Folders
+All Public Folders
+Florida
--Conference-Room-Calendar

The destination of this data is SQL Server, so I need to
have it in a compatible format (i.e.Excel, Access, or CSV
format).

Any ideas?

Thank you again for your time.
 
Here is something else I tried. This gets it into the
desired format, but I lose all data that was attached to
the appointments (i.e. attachments, notes, etc.)

I simply get:
Subject, Location,Start,End,Recurrance Pattern,Categories

In Outlook:
Open your Outlook Calendar
Open the VIEW menu
Select CURRENT VIEW
Select BY CATEGORY

Now Select the EDIT Menu
Select SELECT ALL
Select the EDIT menu
Select COPY

In Access:
Open a new Database
From the TABLES tab, Click the NEW button
Select DATASHEET VIEW

Now Select the EDIT Menu
Select PASTE APPEND

-----Original Message-----
Thank you for responding to my post.

I have tried your suggestion, but the best I seem to be
able to do is get all of the data into one appointment.

I also tried to copy the actual calendar structure over
and then the data; it responds with an error:

"Can't copy folder. A top-level folder can't be copied to
one of its subfolders. Or, you may not have appropriate
permissions for the folder. To check your permissions for
the folder, right-click the folder, and then click
Properties on the shortcut menu."

I have owner privileges on the calendar and on my
mailbox. When I try to copy the calendar itself, it
copies the calendar with about 50 entries (of ~400) and
still gives the response above. When I try to export
those 50 entries, I only get the titles and not the data.

Here is the general structure:
+Mailbox - Jodi
+Outlook Today [Personal Folder]
+Public Folders
+All Public Folders
+Florida
--Conference-Room-Calendar

The destination of this data is SQL Server, so I need to
have it in a compatible format (i.e.Excel, Access, or CSV
format).

Any ideas?

Thank you again for your time.
-----Original Message-----
Create a new Calendar folder in your mailbox or a PST file. View the public
folder with the By Category view. Select all items in
Click to expand...
the
view and copy to
the new Calendar folder.
--
Sue Mosher, Outlook MVP
Outlook and Exchange solutions at http://www.slipstick.com
Author of
Microsoft Outlook Programming - Jumpstart for
Administrators, Power Users, and Developers





.
Click to expand...
.
Click to expand...
 
Could you try the procedure I suggested -- creating a new folder in your mailbox, then selecting and copying the *items* (not the folder) from a table view into that folder in your mailbox -- again and tell us what exactly happens? This is a very common procedure. 400 items shouldn't bother it at all.

When you export, make sure you use the data mapping dialog to specify what information you want to export.
--
Sue Mosher, Outlook MVP
Outlook and Exchange solutions at http://www.slipstick.com
Author of
Microsoft Outlook Programming: Jumpstart
for Administrators, Power Users, and Developers
http://www.slipstick.com/books/jumpstart.htm
 
I tried your suggestion again and this time I detailed out
each step.

CREATE A NEW CALENDAR FOLDER IN YOUR MAILBOX OR A PST FILE
1. Right-click on "Outlook Today - [Personal Folders]"
2. Choose NEW FOLDER.
3. In the CREATE NEW FOLDER dialog box
--Type the folder name "NewCalendar" in NAME text box
--In the FOLDER CONTAINS drop down list,
choose "Appointment Items"
--Choose the folder "Personal Folders"
RESULT: The calendar folder "NewCalendar" is created in
the Personal Folders

VIEW THE PUBLIC FOLDER WITH THE BY CATEGORY VIEW.
1. Click on the Source calendar in the Public Folder
2. Open the VIEW menu
3. Select CURRENT VIEW
4. Select BY CATEGORY

SELECT ALL ITEMS IN THE VIEW AND COPY TO THE NEW CALENDAR
FOLDER.
1. Select the EDIT Menu
2. Select SELECT ALL
3. Select the EDIT menu
4. Select COPY
5. Click on "NewCalendar" in the "Personal Folders"
6. Open the VIEW menu
7. Select CURRENT VIEW
8. Select BY CATEGORY
9. Select the EDIT menu
10. Select PASTE
NOTE: At this point a warning message appears.
"Creating a new item from the selected
items could take some time. Are you sure you want to
create a new item from these 402 items?"
11. Click YES
12. After a moment, an appointment "Untitled - New
Appointment" dialog pops-up with all of my data in the
memo field.


-----Original Message-----
Could you try the procedure I suggested -- creating a new
Click to expand...
folder in your mailbox, then selecting and copying the
*items* (not the folder) from a table view into that
folder in your mailbox -- again and tell us what exactly
happens? This is a very common procedure. 400 items
shouldn't bother it at all.
When you export, make sure you use the data mapping
Click to expand...
dialog to specify what information you want to export.
 
Wrong command. Instead of Edit | Copy, you need to use Edit | Copy to Folder. No paste required.
 
Sue:

Thank you for the time you've spent on this question. I
appreciate your help.

I tried the variation of "Copy to Folder..." and I'm still
getting the same response.

1. I tried selecting all items in the original folder by
category.
2. Then I selected Edit | Copy to Folder.
3. When I clicked on the "NewCalendar" folder and
chose "OK", the following occurred:
4. A pop-up is displayed indicating that "This action
will apply to all selected items."
5. I chose "OK".
6. At this point a warning message appears.
"Creating a new item from the selected
items could take some time. Are you sure you want to
create a new item from these 402 items?"
7. Click YES
8. After a moment, an appointment "Untitled - New
Appointment" dialog pops-up with all of my data in the
memo field.
-----Original Message-----
Wrong command. Instead of Edit | Copy, you need to use
Click to expand...
Edit | Copy to Folder. No paste required.
 
This symptom actually sounds like the items you are trying to copy are not appointment items or the NewCalendar folder isn't a calendar folder.

Another way of doing the same thing is to hold down the Ctrl key while you drag items to the folder. Or drag them with the right mouse button instead of the left.
 
I tried to copy all of the items at once with the right
mouse button, but I result was still all items being
placed into one appointment.

I then selected only one item to copy over, and, voila! it
worked! I then tried about 10 items they copied over
fine. When I got to a screen full of items, I received an
error:

"Cannot copy the items. Cannot complete the copy
operation. The items may have been moved or deleted, or
you may not have sufficient permission."

I then moved each one of the 20 messages by itself and
found that when I tried to copy over the appointments WITH
attachments, I would get the error, above. However, if I
then moved 1 to x (the number varied) appointments WITHOUT
attachments and then went back to the appointment with the
attachment, the appointments with the attachment would
copy over.

Not all appointments with attachments will give me this
error. And, the attachments vary from simple text files
or e-mails to Word or PowerPoint documents.

Another thing that seems to work is if I open the
appointment with the attachment and then close it, it will
then copy.

As we speak, I am continuing with this arduous process,
but at least I am finally getting my appointments copied
over!

Thank you for your help!
-----Original Message-----
This symptom actually sounds like the items you are
Click to expand...
trying to copy are not appointment items or the
NewCalendar folder isn't a calendar folder.
Another way of doing the same thing is to hold down the
Click to expand...
Ctrl key while you drag items to the folder. Or drag them
with the right mouse button instead of the left.
 
One last note in case someone else runs into this.

While copying over the appointment items, I found two e-
mails that had been sent to the calendar. I think this is
why Outlook would create an appointment with attachments
when I tried to copy all items at once (since this is how
it seems to handle them on their own).
 
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