skip navigation
Trumba Web Calendar Software
Trumba Help Center What’s New | FAQ | Support Forum | Email Support

Import events

If you have event information or event calendars in other programs that you want to migrate to Trumba® Connect, you can import the information.

Trumba supports file imports in the following formats:

  • iCalendar (.ics) or vCalendar (.vcs)
  • Comma separated values (.csv) or tab delimited (.txt) text files
  • Microsoft® Excel worksheet (.xls and .xlsx)

You can also import events in one of these formats from a Web URL.

Topic links

Tips for preparing files for import

If you're creating your own iCalendar(.ics) file for import, you probably want to take a look at Prepare iCal files for import.

If you're creating your own comma separated values (.csv) file for import, take a look at the following tips for escaping characters that cause import problems.

Note The escape character for .csv files is the double quotes (") character.

The image shows the escape character (") used in a small (two event) .csv file with a limited number of fields. Following the image, a table describes when and how the escape character is used.

.csv file with escaped characters

Comma separated values (.csv) file with escaped characters

Tip If you prefer, you can surround every field in your .csv file with double quotes.

Import tips for .csv files

To see this after importDo this in the .csv fileRationale
Comprehensive, fascinating tour. "Comprehensive, fascinating tour."
  • In .csv files, the comma is the field separator.
  • To use commas as punctuation marks rather than as field separators, surround the text block with double quotes.
The expert will conduct one of his "famous" experiments. "The expert will conduct one of his ""famous"" experiments."
  • To include a quotation within a text field, surround the entire text block with double quotes and escape the quotation mark characters.

    That is, add a double set of double quotes around the quoted text.

This is line 1.
This is line 2.
"This is line 1.
This is line 2."
  • To preserve line breaks in multi-line text fields, surround the text in double quotes.

Where can I find more troubleshooting information about importing?

Export a calendar from another program

Almost all calendaring programs support exporting event data. The export result can be either a file or a web URL. The Trumba import feature works with both files and URLs.

When you're exporting, if you have a choice, choose the iCalendar (.ics) file format.

Typically, in files you export, character escaping is handled properly so commas, line breaks, and other characters will appear as intended in your Trumba events.

Tips

  • Before you export, it's a good idea to consult your calendaring program's Help. For example, you can find export help for a Google calendar here.
  • If you're exporting events that include custom fields, you might want to take a look at Retain imported fields before you import.

How to import events

You can import a file that you have exported from another calendar program, or you can specify a URL that contains the event information you want to import.

To import event information

  1. In the Trumba editing environment, if you're importing events into an existing calendar, select that calendar to make it active.

    Tip If you're importing a large number of events, it's a good idea to create a new calendar that you can use for an import test. Set the new test calendar's event templates and time zone to match the existing calendar's settings. If the import goes well, you can delete the test calendar and import again into the existing calendar.

  2. On the left side of the calendar window, under Calendar Tasks, click Import calendar events.
  3. For Step 1 of the Import Events Wizard, browse to and select the calendar file you exported, or specify a Web URL that contains the information in a supported format, and then click Next.

    Note The file formats that Trumba Connect supports are listed at the bottom of Step 1. In addition, the files must contain specific event information. For details, click the green Help button (Green Help button). Most calendar programs include the information that Trumba Connect requires. However, if you're not sure, you can open the file in a text editor or in Excel to confirm that the event information appears as required.

  4. Click Next, and for Step 2, do the following:
    • Specify whether to import the information into an existing calendar, a new top-level calendar, or a new sub-calendar.

      Tip We recommend that you test the file first by importing it into a new calendar. It's a lot easier and quicker to delete calendars than it is to delete a large number of events. If importing into a new calendar is successful, you can import into your existing calendar. If you see problems with the imported events, you can delete the new calendar, troubleshoot the file, and start again.

    • In the Select Options step of the import process, you have the opportunity to select a time zone. The default time zone is the time zone Trumba reads automatically from the events you're importing. As the following bullets explain, in most cases, you won't need to change the default.
      • If you import into a new calendar or subcalendar, the new calendar automatically takes the time zone of the imported events.

        Tip You might change the default time zone setting to quickly import events and, simultaneously, set a different time zone for a new calendar or subcalendar.

      • If you're importing into an existing calendar, the events automatically take the time zone of the existing calendar. Event times adjust accordingly.

        For example, an imported event set for 8 am Pacific Time will have an 11 am start time on an existing calendar with a time zone setting of Eastern Time.

    • Click Next.
  5. If you're importing a events in .ics format, skip to the next step in this procedure.

    If you're importing a .csv, .xls, or .txt file, under What information does each column contain?, verify that the fields listed in the left-hand column correspond to the default settings in the right-hand column. Usually these are set correctly by default, but if any setting looks incorrect, see Map fields when importing to correct it.

    Field mapping on imported file

  6. For Step 4, verify that the summary information is correct, and click Import.

    Note The import might take a few seconds, depending on the number of events in the calendar you're importing. If it seems as if nothing happens, click the link to return to your calendar, and check for the imported calendar in the Other Calendars list. If you instead click Import again, the calendar might be imported twice into the same calendar, creating duplcate events.

Get the best results when importing recurring events and custom fields

When you export calendars from other programs, the only format that supports recurring events is .ics. If you export a calendar to a .csv file, events appear as single, unrelated events. Therefore, they import into Trumba Connect as separate events.

When the calendar you exported includes custom event fields, you need to prepare your Trumba calendar for importing before you import the file.

Prepare Trumba Connect for importing custom field information

Privacy | Terms | Public Calendars