How to Quickly Export Total Time Spent on the Outlook Appointments in Each Color Category

If you wish to create a report about the total time you spend on the appointments in each color category, you can utilize the method introduced in this article. It can help you accomplish this in quick time without needs to count manually.

Many users are accustomed to logging most of their activities in Outlook calendar. Also, so as to manage and differentiate them more easily, they assign categories to each of them. In this case, some users would like to generate a report showing the total time spent on the calendar items in each color category. With no doubt, it is troublesome to count and input manually. Therefore, here we’ll share a way which can accomplish this task via a simple click.

Quickly Export Total Time Spent on the Outlook Appointments in Each Color Category

Export Total Time Spent on the Appointments in Each Color Category

  1. In the first place, launch your Outlook application.
  2. Then, after entering the Outlook window, you could tap on the “Alt + F11” key buttons.
  3. Subsequently, you’ll get access to the “Microsoft Visual Basic for Applications” window.
  4. Next, you’d be required to enable “Microsoft Excel Object Library”. You could click the “Tools” > “Reference” to achieve it.
  5. Then, you ought to find and open a module which is not in use.
  6. After that, you need to copy the following VBA code into this module.
Sub ExportTimeSpentOnAppointmentsInEachColorCategory()
    Dim objDictionary As Object
    Dim objAppointments As Outlook.Items
    Dim objAppointment As Outlook.AppointmentItem
    Dim strCategory As String
    Dim arrCategory As Variant
    Dim varCategory As Variant
    Dim objExcelApp As Excel.Application
    Dim objExcelWorkbook As Excel.Workbook
    Dim objExcelWorksheet As Excel.Worksheet
    Dim arrKey As Variant
    Dim arrItem As Variant
    Dim i As Long
    Dim nLastRow As Integer
    Set objDictionary = CreateObject("Scripting.Dictionary")
    Set objAppointments = Application.Session.PickFolder.Items
    For Each objAppointment In objAppointments
        arrCategory = Split(objAppointment.Categories, ",")
        For Each varCategory In arrCategory
            strCategory = Trim(varCategory)
            If objDictionary.Exists(strCategory) Then
               objDictionary.Item(strCategory) = objDictionary.Item(strCategory) + objAppointment.Duration
               objDictionary.Add strCategory, objAppointment.Duration
            End If
    'Create a new Excel workbook
    Set objExcelApp = CreateObject("Excel.Application")
    Set objExcelWorkbook = objExcelApp.Workbooks.Add
    Set objExcelWorksheet = objExcelWorkbook.Sheets(1)
    objExcelApp.Visible = True
    With objExcelWorksheet
         .Cells(1, 1) = "Color Category"
         .Cells(1, 1).Font.Bold = True
         .Cells(1, 1).Font.Size = 14
         .Cells(1, 2) = "Total Time (min)"
         .Cells(1, 2).Font.Bold = True
         .Cells(1, 2).Font.Size = 14
    End With
    arrKey = objDictionary.Keys
    arrItem = objDictionary.Items
    For i = LBound(arrKey) To UBound(arrKey)
        nLastRow = objExcelWorksheet.Range("A" & objExcelWorksheet.Rows.count).End(xlUp).Row + 1
        objExcelWorksheet.Cells(nLastRow, 1) = arrKey(i)
        objExcelWorksheet.Cells(nLastRow, 2) = arrItem(i)

End Sub

VBA Code - Export Total Time Spent on the Appointments in Each Color Category

  1. Finally you can trigger this macro, no matter via clicking the “Run” icon in the toolbar or pressing the “F5” key button.
  2. Then, you will be demanded to select a specific calendar.
  3. After you select and hit “OK”, the macro will continue to run. After it finishes, there will be a new Excel file that displays in the background.
  4. You can access it. It will look like the following screenshot:Exported Total Time

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Author Introduction:

Shirley Zhang is a data recovery expert in DataNumen, Inc., which is the world leader in data recovery technologies, including damaged mdf and outlook repair software products. For more information visit

2 responses to “How to Quickly Export Total Time Spent on the Outlook Appointments in Each Color Category”

  1. Is there a way to restrict the report to a single week? I’d like to know how much time I spent on each category for the past week.

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