Merge items from multiple calendars

You can combine the calendar items in two Outlook Data Files (.pst) (Outlook Data File (.pst): Data file that stores your messages and other items on your computer. You can assign a .pst file to be the default delivery location for e-mail messages. You can use a .pst to organize and back up items for safekeeping.) or calendar folders within the Navigation Pane (Navigation Pane: The column on the left side of the Outlook window that includes buttons for the Mail, Calendar, and Tasks views and the folders within each view. Click a folder to show the items in the folder.), so that the items appear on one calendar.

 Note    Merging items saves all items in one calendar. However, if you want to continue to save the items in different calendars, but view them together, consider using the calendar overlay feature. For more information, see View calendars side-by-side or overlaid.

Merging the calendar information is a two-step process. First, items from one calendar are exported. Second, the exported calendar information is imported so that it is merged with the calendar where you want all calendar items to appear.

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.

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Applies to:
Outlook 2010