Microsoft Outlook Shared Calendars to Microsoft Excel sync

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I need the following functions in Microsoft Outlook's Calendar. Please list in your quote which functions you plan to build. Please also note that however you accomplish these tasks, they must be done with only local software. If needed, we can have a computer on our network running 24-7 to perform these functions. We will like this completed asap, but absolutely it must be complete before June 8, 2013.

1) have a shared master calendar that syncs with all of the calendars in a certain calendar group of shared calendars. If I create an appointment in the master calendar, it will be pushed to the correct sub calendar (this push will be based on the study selected in the form that is attached to the appointment). If I create an appointment in any one of the sub calendars in this calendar group, it will be pushed to the master calendar. (And all people who share these calendars will see the changes.) If this cannot be done in real-time, I will need some kind of macro or something that can perform a "push" on request and every 5 minutes or so otherwise.

-my idea: create an excel macro that pulls the appointments from one calendar and pushes them to another; do this for each sub calendar as well as for the main calendar, and make sure it doesn't create duplicates and make sure any edits to appointments get pushed on save and close: when the appointment has already been pushed once, it should not push it, but if someone saves-and-closes an appointment, it needs to be pushed again to overwrite the previous version. (we will need to be able to set this up ourselves on any new calendars we create in the future.)

2) export an excel spreadsheet of all calendars in a group with one click (currently, I have to export each calendar individually, and then copy/paste)

Note: if the above function is created, all I will have to do is export the master calendar (this will be perfect for us).

3) auto populate a form that we have in each appointment based on the patient's name. If I create a new appointment for patient John Doe, when I type John Doe into the form in the name line, the rest of the form will auto-fill with any information saved in a previous form. If it is a new patient, obviously nothing will auto-fill, but when their follow-up appointment is created, it will autofill with their information. We will need to be able to add and edit these form fields as we choose without upsetting this auto-fill function.

-my idea: create a custom contact form for each patient. This contact form will be attached to each appointment. The appointment form will update the contact form with any new information added or edited possibly via an excel macro push/pull. It should alert the user, "You have changed the patient's information. Do you want this to overwrite the existing contact?" yes/cancel.

Thanks a ton!


This will have to work with outlook version 2007, and 2010, and 2013.

There will be about 10 people who have access to each shared calendar. Each of these people will also share the master calendar. The push from sub calendar to master calendar is universal. The push from master calendar to the correct sub calendar will be designated by a field in the outlook form (corresponding to one column in the excel file).

Only 1 person's computer (1 outlook account) at a time will be performing the sync macro with an excel file because the excel file will be shared on our H-drive (very similar to dropbox), but we will need a user-friendly way to set-up and change the outlook account periodically as we desire. Only 1 person can have the excel file open at a time to edit/write (and perform macro). Any others that open the file will be in read-only mode.

If an equation is used in excel, the outlook form will be filled by the cell's value, not the equation.

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