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Merging Multiple Calendars in Outlook 2010

Jan 19

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Thu, 19 Jan 2012 11:14:02 GMT  RssIcon

Merging Multiple Calendars in Outlook 2010

By default, Microsoft does not provide an option to merge Calendars in Outlook 2010 or it's predecessors. The only way to do this is to export the data from the other calendars in to a .CSV or .PST format. For the sake of this article we will take the .PST route as it is the most compatible - in terms of how the data is exported - for instance if you have multiple reoccuring appointments that span over a long period of time the .PST format will keep them intact on the other hand the .CSV format adds each reoccurence as separate Calendar entry.

Export calendar information

  1. Click the File tab.
  2. Click Options.
  3. Click Advanced.
  4. Under Export, click Export.
  5. Click Export to a file, and then click Next.
  6. Click Outlook Data File (.pst), and then click Next.
  7. Click the calendar folder that you want to export, clear the Include subfolders check box, and then click Next.
  8. In the Save exported file as box, enter a folder location and file name, or click Browse to select a folder and enter the file name.
  9. Click Finish.

 Note:  Exporting calendar items makes a copy of the items, but does not delete the items from any calendar.

Import calendar information

  1. Click the File tab.
  2. Click Open.
  3. Click Import.
  4. Click Import from another program or file, and then click Next.
  5. Click Outlook Data File (.pst), and then click Next.
  6. Click Browse to select the file you created in the previous section, and then click OK.
  7. Under Options, click Do not import duplicate items, and then click Next.
  8. Under Select the folder to import from, click the Calendar folder.
  9. Clear the Include Subfolders check box.
  10. Click Import items into the same folder. If you have multiple accounts, you might have different Outlook Data Files. Click the destination account where you want the calendar items to appear.
  11. Click Finish.

Once you have completed the import and you have checked that all the relevant entries are showing on the Calendar you have chosen as your main - you can then delete the redundant Calendars by highlighting them within Outlook, Right clicking and selecting Delete Calendar.

Overlaying Outlook Calendars

If you have multiple Calendars and don't want to merge them but compare the contents of 2 or more Calendars. Outlook allows you to Overlay the calendars. Each calendar has its own tab, is color coded and a consolidated view allows you to compare contents and rectify conflicts.

To Overlay your Outlook Calendars

1. Open Outlook

2. Click Calendar in the Navigation pane.

3. Tick the check box of 2 or more Calendars that you want to compare.

4. Right-click one of the checked Calendars.

5. Select Overlay from the pop-up menu.

Your Calendars should be shown in Overlay Mode - side by side and colour coded to differentiate between them.


If you have any problems following the above steps please do not hesitate to Contact Us and one of our engineers will be happy to help.

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3 comments so far...


After merging calendars, will future invites to both calendars be displayed on the merged calendar? Or is the merge only of items already in the calendar?

By Desmond on   Fri, 22 Jun 2012 13:51:53 GMT

You'll need to delete the redundant calendar once the merge has completely successfully - that way any future invites will go directly to your default calendar.

By Aizen on   Fri, 22 Jun 2012 14:15:37 GMT

I followed the directions for merging calendars, but when I got to this step it didn't work:

6.Click Browse to select the file you created in the previous section, and then click OK.

When I browse I cannot find a file by the name and location I gave the exported file. I also don't see a place to click OK.

By Ruth Feldman on   Sat, 15 Dec 2012 03:39:02 GMT

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