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Outlook Payroll Calendar Upload

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Procedure Updated: 
12/16/2024

Use this procedure to import a CSV file outlining important processing dates directly into your Outlook calendar.

Tips: 

The following CSV file options are available depending on the reminders which you choose to be notified of via your Outlook calendar:

CSV File Contents/Details
2025 Payroll - Busy Payroll dates included. Shows in Outlook as Busy all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2025 Payroll - Free Payroll dates included. Shows in Outlook as Free all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2025 Payroll AFRS - Free Payroll and AFRS dates included. Show As Free on Payroll Days 0 through 3. Also includes paydays and holidays.
2025 Payroll AFRS ACFR - Busy Payroll, AFRS, and ACFR dates included. Shows in Outlook as Busy all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2025 Payroll AFRS ACFR - Free Payroll, AFRS, and ACFR dates included. Shows in Outlook as Free all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2025 Payday and Holiday Only includes paydays and holidays.
2025 AFRS ACFR Closing Schedule AFRS and ACFR closing schedule. Also includes paydays and holidays.
2024 Payroll – Busy Payroll dates included. Shows in Outlook as Busy all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2024 Payroll – Free  Payroll dates included. Shows in Outlook as Free all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2024 Payroll AFRS – Busy Payroll and AFRS dates included. Shows in Outlook as Busy all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2024 Payroll AFRS – Free Payroll and AFRS dates included. Show As Free on Payroll Days 0 through 3. Also includes paydays and holidays.
2024 Payroll AFRS ACFR – Busy Payroll, AFRS, and ACFR dates included. Shows in Outlook as Busy all day on Payroll Days 0 through 3. Also includes paydays and holidays.
2024 Payroll AFRS ACFR - Free Payroll, AFRS, and ACFR dates included. Show As Free on Payroll Days 0 through 3. Also includes paydays and holidays.
2024 Payday and Holiday Only includes paydays and holidays.
2024 AFRS ACFR Closing Schedule AFRS and ACFR closing schedule. Also includes paydays and holidays.

 

If you have questions or require assistance with importing the CSV file into your Outlook calendar, please work directly with your internal agency IT department.

The import calendars are provided anually to OFM by an independent agency. The import calendars are not provided nor supported by OFM, rather we pass the import files to you once they are shared with us.

  1. Step 1

    Identify and open the CSV calendar option you wish to import to your Outlook Calendar.

  2. Step 2

    With the calendar CSV file open, take the following steps to save the calendar to your desired location:

    • File
    • Save As
    • Select your desired location
    • Save
    TIPS:

    • It is recommended to save your CSV file to your desktop.

      If you have customized your Outlook Calendar category colors, you must rename the Categories section within the CSV file to match your custom color categories in Outlook.  

      Outlook Custom Color Categories window with Leave and TeleWork options highlighted

      You should also update CSV file categories to match your customized colors.

      Categories updated list with Leave and Telework cells highlighted

      Upon updating and before closing your CSV file to match your custom Outlook color categories, save your file again to retain your changes.

  3. Step 3

    Close the CSV file.

    TIPS:

    • Failure to close the CSV file will result in an error during the import process.

  4. Step 4

    In Outlook, open your calendar and select the following:

    • File
    • Open and Export
    • Import/Export

    Open & Export menu with Import/Export button highlighted

  5. Step 5

    Select Import from another program or file and click the Next button.

    Import and Export Wizard window with Import from another program or file option highlighted

  6. Step 6

    Select Comma Separated Values and click the Next button.

    Import a File window with Comma Separated Values option highlighted

  7. Step 7

    In the File to Import box, click the Browse button.

    Import a File window with Browse button highlighted

  8. Step 8

    Locate your saved CSV file and double-click to select it.

    Browse dialog box with CVS file and Open button highlighted

  9. Step 9

    In the Options section, click Do not import duplicate items and click the Next button.

    Import a File window with Do not import duplicate items option highlighted

  10. Step 10

    In the Select destination folder section, click on the Calendar file and click the Next button.

    Import a File window with Calendar folder highlighted

    TIPS:

    • The Calendar selection may default as the selected destination folder upon opening.

  11. Step 11

    Click the Finish button.

    Import a File window with file name and finish button highlighted

    TIPS:

    • You should now see the imported dates on your Outlook calendar. If you do not see the new additions to your Outlook calendar, close Outlook and reopen to populate.