Archiving Agendas

This page contains information about archiving agendas in Oracle Calendar.

Oracle Calendar data on the University of Illinois at Urbana-Champaign (UIUC) calendar server is kept online for 13 months (400 days). If you want to save data that is older than this, you need to export the data. This document shows you how to export Oracle Calendar data to a text format that can be read by Microsoft Excel.

Windows client

To export your Oracle Calendar agenda to a text format that can be read by Microsoft Excel, follow the steps below:

  1. Go to File -> Export Data. This opens the Export Utility dialog box.

screen shot Window Export Utility dialog box

  1. Select Comma-delimited text file for agendas.
  2. Click Continue.

screen shot Windows Export Comma-delimited text file for Agendas dialog box

  1. In the Export field, select Meetings, Day Events, Daily Notes .
  2. In the Period field, enter the range of dates you want to archive:
    • Range - allows you to enter a range of dates for archiving.
    • All - allows you to choose all dates for archiving .
    • Custom - allows you to specify custom dates (e.g., previous 5 days to next 5 days)
  3. Type any name(s) you wish to add in the People/Resources field and click the green Checkmark button to add the agenda to the file.
  4. Type the filename (including the entire path for the placement of this file). The file must end with .txt (such as C:\ocalendar\agenda3.txt). You can choose the Browse button, if necessary, to search for a place to save the file.
  5. Click OK. You will see the message All data was transferred.
  6. When you open this text file in Microsoft Excel, the Text Import Wizard dialog box appears and walks you through opening the file.

Note: The saved data provides the following information: date, start and end times, duration, title, importance and access levels, owner, creator, last writer, and number of attendees.

Macintosh client

To export your Oracle calendar agenda to a text format that can be read by Microsoft Excel, follow the steps below:

  1. Choose File -> Export Data. This opens the Export dialog box.

screen shot Macintosh Export dialog box

  1. Select Comma-delimited text file for agendas.
  2. Click OK.

screen shot Macintosh Export deatails dialog box

  1. On the Export screen, select Agenda.
  2. Select the Meetings, Day Events, Daily Notes checkbox, or select the Tasks checkbox to export Tasks in the Export field.
  3. Select Export All Entries, or enter the range of dates you want to archive, or select Previous in the Period field:
    • Export All Entries: allows you to export all data contained in the file.
    • From/To: allows you to set a range of specific dates. Enter the Start and End dates using the arrows to the right of the edit boxes.
    • Previous/To: allows you to select a range of time. Choose the time period from the pull-down menu and enter a value in each edit box (e.g., previous 5 days to next 5 days).
  4. Under Participants, type any name(s) you wish to add and click the green checkmark to add the agenda to the file.
  5. Click OK.

screen shot Macintosh Save dialog box

  1. Choose a location for your data file. You can choose the Browse button, if necessary, to search for a place to save the file.
  2. Under Export file as, type the filename if you want something other than the default.
  3. Click Save.
  4. When you open this text file in Microsoft Excel, the Text Import Wizard dialog box will appear and walk you through opening the file.

Note: The saved data provides the following information: date, start and end times, duration, title, importance and access levels, owner, creator, last writer, and number of attendees.