If you have event information or 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.
- Experience has shown that you get the best results and encounter the fewest problems when you save the events you want to import in .ics or .csv format.
- If a lot of the events you're importing are repeating events (events such as classes, meetings, or lap swimming hours, that occur a set number of times according to a repeating pattern), the file format you use affects how you can manage the events in Trumba.
- If you export events in .ics format, each repeating event is treated as a single event with multiple occurrences. In Trumba after you import, you'll be able to edit the entire series at once or an individual occurrence.
- If you export events in .csv (or another non-.ics) format, each occurrence of a repeating event is treated as a single independent event. In Trumba after you import, you'll have no way to apply edits to the entire series.
- If the events you're importing include custom fields, see Retain imported fields (for all file types besides .ics) or Prepare iCal files for import (for .ics files) before you import.
- If the file you're importing includes a very large number of events, especially if the events are complex, you may want to break up the file and import it in sections.
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.
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.
To confirm that character escaping is handled properly in a .csv file you exported or if you're preparing your own .csv file from scratch, see the section about escaping characters that cause import problems.
Tip 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.
Escape characters that cause import problems
Tip If you're importing an iCalendar(.ics) file, see Prepare iCal files for import.
If you're importing a comma separated values (.csv) file, take a look at the following tips to ensure that characters that cause import problems are properly escaped.
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.
Comma separated values (.csv) file with escaped characters
Character escaping tips for .csv files
|To see this after import||Do this in the .csv file||Rationale
|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."
|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.
Tip You can't escape commas in field names and if you try to import a file that includes field name commas, the import will fail. To make the import work, remove the field name comma or replace it with a semicolon. In Trumba, you can add the field name comma back in.
Where can I find more troubleshooting information about importing?
How to import events
Before you try importing events:
- If you're importing an iCalendar (.ics) file, read Prepare iCal files for import.
- If you're importing a file in comma separated values (.csv), text (.txt), or Excel (.xls or .xlsx) format, confirm that:
- The first row of the file contains column headings.
- Each row after the first contains information related to a single event.
- The file includes columns for start date, start time, and description.
Tip The file may also include columns for end date, end time, duration, location, notes, calendar, and any custom event fields.
- In case your file contains characters that cause import problems, you've read Escape characters that cause import problems.
- If your file includes custom event fields, you've read and followed the steps in Retain imported fields.
- If you created a new calendar into which the events will be imported, you set the calendar to the time zone that you want event start times to reflect.
Tip Unless you're importing a very small number of events, it's a good idea to create a new calendar that you can use for an import test. It's a lot easier and quicker to delete calendars than it is to delete a large number of individual events. If importing into a new calendar is successful, you can import again into an existing calendar. If you see problems with the imported events, you can delete the new calendar, troubleshoot the file, and start again.
To import event information
- In the Trumba editing environment:
- If you already created and prepared a calendar into which you want to import, in a calendar list, click that calendar's name to select it.
- Otherwise, go on to the next step.
- Under Calendar Tasks below the calendar list, click Import calendar events.
- For Step 1 on the Import Events page, browse to and select the calendar file you exported, or specify a web URL. Click Next.
- Step 2 is where you indicate the calendar into which the events will be imported and set the time zone for that calendar.
- If you already created and selected a calendar before you started the import process, select An existing calendar. Confirm that the correct calendar's name appears in the drop-down list.
- If you want Trumba to automatically create a new calendar or sub-calendar into which the events will be imported, select either A new top-level calendar or A new sub-calendar under. If you're importing into a new sub-calendar, select the sub-calendar's parent from the drop-down list.
- In the In what time zone are the event times specified? section, you have the opportunity to select a time zone. The default time zone you see in the drop-down list is the time zone Trumba reads automatically from the events you're importing.
- If you're importing into a calendar you already created, the events automatically take the time zone of that calendar. Event times adjust accordingly.
For example, if the default import time zone is Pacific Time and the existing calendar's time zone is Eastern Time, events with 8 am start times in the file will have 11 am start times in Trumba.
- If Trumba creates a new calendar or sub-calendar during the import process, that calendar automatically takes default time zone.
To simultaneously import and change the time zone for the imported events, select the time zone you want from the drop-down list.
- Click Next.
- If you're importing events in .ics format, skip to the next step in this procedure.
If you're importing a .csv, .txt, .xls, or .xlsx file, under What information does each column contain?, the labels on the left are the fields that your file contains, and the drop-down lists are the available Trumba fields you can map them to.
Mapping an imported file's fields with Trumba fields
Review the fields that are mapped to make sure they're correct.
- If you're importing a file that includes custom event fields, and you haven't already read Retain imported fields, read it now before you go further.
- If any of the items are mapped to Don't Know, select the appropriate field from the list.
Some fields may not have a corresponding Trumba field, and you can set these fields to None (or leave them set to Don't Know). Information in these fields is not imported.
Note Currently, Trumba does not have a field to which you can map event reminders. If the Reminder On/Off or similar field is included in the file you import, select None for the Trumba field.
For more details about field mapping, see Map fields when importing.
- Click Next, verify that the summary information is correct, and click Import to finish the import process. The import might take a few seconds, depending on the number of events in the calendar you're importing.