MeetingMaker 8.7 Windows XP

Exporting Your MeetingMaker Calendar

Meeting Maker® is a personal, networked, scheduler program which allows you to maintain your own calendar, and allow other users read or read/write to your calendar. It is installed on all faculty and staff computers at Wellesley College and may be installed on off-campus computers.

There may be times when you may want to take your MeetingMaker calendar and export it into an Excel spreadsheet to more easily sort and find particular events, or to back up your data before the year-old data from the central calendar is purged. This documentation will guide you on how to export your data from MeetingMaker for both Macintosh and Windows computers.

Exporting your MeetingMaker Calendar for Excel

• Exporting your MeetingMaker calendar
• Importing your calendar into Excel
• Notes on MeetingMaker and Excel

Exporting your MeetingMaker Calendar as an HTML

• Exporting your MeetingMaker calendar
• Notes on MeetingMaker calendar as an HTML

Export your MeetingMaker calendar for use with Excel

1. Launch MeetingMaker.
2. Sign into your MeetingMaker account using your username and MeetingMaker password.
3. In MeetingMaker, from the File menu, select Export as Text….
4. Once you have selected Meeting Maker Text Export, you will be able to select what you would like to export. At the top of the dialog box, alongside the Export heading, check the appropriate boxes to export the information you want: You can choose to export just the Calendar, or include the To-Dos and/or Contacts. If you have a large amount of data you may find it easier to manage the resultant Excel files if you export each section separately, creating separate files for the Calendar, To-Dos and Contacts.
   
   
   
5. Set the Starting on and Ending on dates appropriately; for example, to save your information before a central database cleanup, set the Starting on date to be as far back as you want, and set the Ending on date to today, or to the latest date being erased by the cleanup (it is also okay to have the Ending on date be in the future).
   Tip: to change the dates, select the month or year and either overwrite the old date with the new one or use the up and down arrows to incrementally change the selection.
6. Once you have all your settings ready, click OK. The dialog box will close and a dialog box titled Save As will appear. In the Save As window, type in a file name (include the “.txt” extension) and select a folder where you want this text file to appear. We recommend that you preface the filename with “export-” (such as export-MM2002-2006.txt), to make it easily discernible from the spreadsheet file you will be creating in step 2 below.
7. Click the Save button.
8. The Save As window will disappear very quickly, and you will find the export file in the folder you selected above.

Import your calendar into Microsoft Excel

1. Launch Microsoft Excel.
2. Go to the File menu and select Open….
3. Navigate to the folder where you saved your Meeting Maker data.
4. If your Meeting Maker export file does not appear, click on the down arrow next to the Files of type pull-down menu at the bottom of the Open… window and select Text Files.
5. Double-click on the name of the text export file from Meeting Maker (export-MM2002-2006.txt, for example).
6. In the Text Import Wizard that opens, it will take you through the necessary steps to convert your file into Excel.
7. In Step 1, make sure that Delimited is selected under Original data type.Then click the Next button.
   
   
   
8. In Step 2, make sure Tab is checked off and none of the other boxes are checked. Click on the Next > button at the bottom of the window to advance to Step 3.
   
   
   
9. In Step 3, briefly examine the Data Preview section at the bottom of the dialog box; this area shows the columns from the text file the way Excel has interpreted them. Excel will attempt to automatically convert dates and times into the appropriate format when importing, and usually does an accurate job, but if you want to ensure the way individual columns are imported you can click on the column you want to change and select one of the checkboxes in the upper right section of the dialog box to the appropriate format.
   
   
   
10. Click the Finish button to open the newly converted Excel file. You will see your data imported into labeled columns, with line breaks between the Calendar, To-Do and Contacts information (if you chose to export that information from Meeting Maker).
11. From the File menu choose Save As…; change the drop-down menu next to Save as type to Microsoft Office Excel Workbook (*.xls). Please note, you may have to scroll up in this drop-down menu to see the Microsoft Office Excle Workbook (*.xls) option. Select a name for the file and click Save. We recommend giving the file a different name than your Meeting Maker text export file to avoid confusion. A name such as MM2002-2006.xls may be appropriate. The text file you exported from Meeting Maker is no longer necessary, but it’s a may be useful for archival purposes or as a back up.

Notes on MeetingMaker and Excel

• If you see a message about High Security Level when you launch Excel, click OK and follow the directions to use the Tools menu > Macro > Security menu item to select Medium security and repeat the steps to import the calendar into Excel (step 2 above).
• If your date columns are filled with information that looks like “#####”, try widening the column by dragging the column divider at the top of the screen. When Excel does not have enough space to display a formatted field (such as a date) it will cause that.
• If you had notes attached to events that included carriage returns, these might show up as breaks in the data, with the additional lines spilling over onto blank rows in Excel. This won’t affect any of the other imported data.
• If you chose to Save the Excel file as the last step of part 2 above instead of using the Save As… option, Excel attempts to save the spreadsheet as a text file of the same name as the one you imported, and a warning note will pop up to alert you that some formatting may be lost if you save in this format. Because you want to save the file as an Excel spreadsheet file and not as a text file, click the No button. A standard save dialog box will appear and you can save the file in Excel’s spreadsheet format with a name of your choosing.

Exporting Your MeetingMaker Calendar as HTML

1. Make sure that within MeetingMaker, your calendar (and not your proposal window) is selected.
2. Under File select Export as HTML.
   
   
3. In the Export as HTML window that pops up, select the time frame that you want exported.
   
   For example, if you want your html to show everything from 1 month prior to the current month to 2 months following the current month, select the respective options in the pull-down menus beside the From and To fields.
4. After selecting the time frame for the html version of your MeetingMaker calendar, click on Browse to find a place to save your html file.
   
   The following Save As window will appear.
   
   Choose where you would like to save the html version of your calendar. If you would like to change the name of your calendar, now is the time to do so. Type in the name for the calendar that you prefer in the File name field. Click Save.
5. Click OK. The html file will now appear where you previously specified in Step 4.

Notes on MeetingMaker calendar as an HTML

• When you save the MeetingMaker calendar as an html file, MeetingMaker will also save a folder under the same name but with a .mmd extension. Do not delete this folder as deleting it will result in you not being able to see the components of your calendar.
• Once the calendar and its respective folder have been saved in html form, do not attempt to rename the folder or any of the files within the folder. This will also result in you not being able to see the components of your MeetingMaker calendar. If you would like your Calendar's folder saved with a different name, you must rename it during Step 4 of the Exporting MeetingMaker calendar as HTML process.

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• Han Su Kim hkim4@wellesley.edu
• Information Services
• Date Created: November, 2006
• Last Modified: January 8, 2008