Hello! Thank you for using Gcal2Excel. Gcal2Excel lets you easily and securely Export your Google Calendar to Excel and other formats.
When you go to https://www.gcal2excel.com in your web browser you’ll see this webpage:
The Side Menu
After you’ve clicked on the “Click here to start exporting” button you’ll be redirected to the main Exporter tab which looks like this:
Notice at the left side you can see a menu with the different tabs of the Gcal2Excel website. This is the side menu. Currently the Exporter tab is selected. Let’s take a quick look on the side menu.
Exporter: This is the main tab where you are able to export the various Google Calendars that you currently have.
History: In this tab you can see the history of your Exports. Access previously exported calendars here.
Templates: Manage your saved templates here. You can choose to save the preferences that you’ve made for a Google Calendar export in a template. This allows you to use those settings in a future Google Calendar export- pretty nifty stuff and saves you time. Templates will be discussed further in the How to Use Templates.
Recurring Exports: Access Recurring Exports when you click on this tab. Recurring Exports allow you to schedule and automatically export google calendar/s using a pre-defined template periodically. Recurring Exports will be discussed further in How to Use Recurring Export
Account: Manage your Gcal2Excel account here.
How to Use the Exporter
The Exporter Tab
The exporter tab is where you will primarily export your Google Calendar/s. You can choose the Google calendar/s that you would like to export in this tab. The various settings and preferences you would like in your exported calendar are also found here. You can access it by clicking on the “Exporter” on the Side Menu. The Exporter Tab looks like this:
Choose the Google Calendar/s to Export
First select which google calendars you would like to be exported. At the top you can see a list of your Google Calendars. You can have more than one Google Calendar to be exported.
Specify the range
After selecting which Google Calendar/s to export you can specify the start date and end date of the exported Google Calendar/s. This is what determines the period of the calendar/s to be exported. Leave it blank if you want to export the entire calendar.
When you click on the start and end field of the Range a date selector will drop down. Use this to easily select the start and end dates. You can also opt to type the dates manually.
I want to export events that will fall between January 5, 2016 and July 31, 2016 so I’ve set the start and end dates as such:
Right now you are able to export your Google Calendar/s without any more tweaking with the other Exporter options. Simply press any of these buttons that correspond to the file format of the exported Google Calendar/s and you are good to go:
Once you’ve clicked on your corresponding file format, the website will process your Google Calendar/s for export. Please wait. Once done you will be presented with this window:
You can choose to download it, save it to your Google Drive or Dropbox accounts, and mail it to a number of email addresses.
Exporter Tab Advanced Options
Maybe you want to have more control on the format and date to be exported of your Google Calendar/s .In the exporter Tab you can set these additional options before you export your Google calendar/s:
Each option can be expanded to access more fields in it. Simply click on the downward arrow beside each one. Click on it again to collapse it.
Merge all: check this box if you want to merge events from selected calendars into a single worksheet.
Sum all: check this box if you want to show the total calculated sum of all durations in your exported calendar/s.
Additional fields: check the fields that you want to be exported into your calendar here.
Display Name: In you exported Google Calendar/s here are fields such as: “Created By:”, “Organized By:”, “Attendees”, and “Email”. If your person is displayed in these fields you have the option of having your Full name OR Email Address exported in these fields.
Date Time Format
Format: Specify the Date/Time format of the exported calendar/s here.
Date Separator: Choose what date separator to use.
Clock Style: Specify what clock style you would like here
Duration: Choose duration settings. Be it in:
- Houes: minutes: seconds
- Hours: minutes
- Hours (in decimal)
Separate Date and Time: Check this box if you want to put date and time into separate columns
- All day Events only – checking this option will only let events that last one whole day be exported.
- Exclude All-day Events- checking this field will exclude all day events from being exported.
Search Filter: Events with the search keywords typed in the text box will be the only event included in the export.
I only want events with the keyword “Day” to be exported. The resulting export will look like this:
Note that all these events contain the word “day.”
Attendee fields: Check what attendees you would like to be included in the exported calendar/s.
Attendee filters: Specify if you want to exclude the organizer or resource in the exported calendar/s.
Timezone: Choose what time zone to use in this dropdown menu.
Save Template: You can choose to save the settings that you’ve chosen in a template. Simply type in a template name and click “save”. The template will then be saved and you can choose it the next time you would like to export your google calendar/s with the saved settings on the template.
A successful template save will prompt a dialog box saying “template saved!”
How to Use Templates
NOTE: Before you can use templates, you must first create a template and save it using the Template sub menu in the Exporter Tab:
Templates store the settings that you’ve made in the exporter tab. This allows you to use those settings the next time you would like to export your google calendar/s. This is a really handy and powerful feature.
To manage your templates, simply click on “Templates” on the Side bar.
When you’ve successfully saved a template you can then choose the template when you export your google calendar/s in the exporter tab. above the calendar list you will see the “Load Template” dropdown menu where you can choose from the templates you’ve saved. *This menu will not be present if you haven’t created a single template.
How to Use Recurrent Export
In recurrent export, you can configure the site so that it will automatically export google calendar/s using a pre-defined template periodically. Access recurring Exports in the Recurring Exports tab in the Side Bar.
*Before you can use this feature Enable online access first in the Recurring Exports Tab.
If you have to export a calendar periodically, Recurrent Export is of big help. If you need to export a calendar every Monday, instead of manually doing it every Monday, you can let Recurrent Export do the job for you. This saves you time and effort.
Exported calendars due to Recurrent Export will automatically be emailed to the logged user’s email address.
The Create Recurring Export Tab
Template: Specify what template to use.
Repeat: Choose the frequency of the export be it: daily, weekly and monthly
Duration: Specify the duration that the recurring export should take. Choose from days, weeks, and months.
Time zone: Choose the time zone.
Here I’ve created a recurrent export that will automatically export weekly every Monday for the next 20 days.
Here I’ve created a recurrent export that will automatically export Monthly every 7th day of the month for the next 20 months.