Schedule Guy
Its difficult to know without more info but I guess some form of lookup could work. Alternatively and possibly a better solution would be to use VBA to import your list to the Microsoft Outlook calendar. Not much outlook code exists out there but I have some untested code that imports data from excel to outlooks calendar. Not having tried it yet I can't tell you if it works properly! but would be one solution

here it is and is based on your data starting in row 2 ("iRow") with column 1 as 'subject' column 2 as 'name' 3 as 'categories' and so on as you follow the code through

Sub ImportAppointments()
Dim exlApp As Excel.Application
Dim exlWkb As Workbook
Dim exlSht As Worksheet
Dim rng As Range

Dim itmAppt As Outlook.AppointmentItem
Dim aptPtrn As Outlook.RecurrencePattern



Dim fso As FileSystemObject
Dim fl As File

Set exlApp = New Excel.Application

strFilepath = exlApp.GetOpenFilename
If strFilepath = False Then
exlApp.Quit
Set exlApp = Nothing
Exit Sub
End If




Set exlSht = Excel.Application.Workbooks.Open(strFilepath).Work sheets(1)
Dim iRow As Integer
Dim iCol As Integer

Dim tmpItm As Outlook.Link
Dim mpiFolder As MAPIFolder
Dim oNS As NameSpace

Set oNS = Outlook.GetNamespace("MAPI")

Set mpiFolder = oNS.GetDefaultFolder(olFolderContacts)

iRow = 2
iCol = 1

While exlSht.Cells(iRow, 1) < ""
Dim cnct As ContactItem
Set itmAppt = Outlook.CreateItem(olAppointmentItem)
itmAppt.Subject = exlSht.Cells(iRow, 1)
Set cnct = mpiFolder.Items.Find("[FullName] = " & exlSht.Cells(iRow, 2))
If cnct Is Nothing Then
Set cnct = Outlook.CreateItem(olContactItem)
cnct.FullName = exlSht.Cells(iRow, 2)
cnct.Save
End If
itmAppt.Categories = exlSht.Cells(iRow, 3)
itmAppt.Start = exlSht.Cells(iRow, 4)
itmAppt.AllDayEvent = True

itmAppt.Links.Add cnct
Set aptPtrn = itmAppt.GetRecurrencePattern
aptPtrn.StartTime = exlSht.Cells(iRow, 5)
aptPtrn.EndTime = exlSht.Cells(iRow, 6)
aptPtrn.RecurrenceType = olRecursYearly
aptPtrn.NoEndDate = True
If aptPtrn.Duration 1440 Then aptPtrn.Duration = aptPtrn.Duration - 1440
Select Case exlSht.Cells(iRow, 7)
Case "No Reminder"
itmAppt.ReminderSet = False
Case "0 minutes"
itmAppt.ReminderSet = True
itmAppt.ReminderMinutesBeforeStart = 0
Case "1 day"
itmAppt.ReminderSet = True
itmAppt.ReminderMinutesBeforeStart = 1440
Case "2 days"
itmAppt.ReminderSet = True
itmAppt.ReminderMinutesBeforeStart = 2880
Case "1 week"
itmAppt.ReminderSet = True
itmAppt.ReminderMinutesBeforeStart = 10080
End Select
itmAppt.Save
iRow = iRow + 1
Wend
Excel.Application.Workbooks.Close
exlApp.Quit
Set exlApp = Nothing


End Sub