Hi everyone, today we are going to learn how to combine calendars in Outlook. Microsoft Outlook doesn’t just stop at emailing; it also has a calendar and contacts feature. You can plan meetings, make appointments and events, see group schedules, and much more using an Outlook calendar. Additionally, you can manage your schedule and meetings with Microsoft Outlook and use groups of calendars. However, you should be aware that using several calendars can cause interruptions to your productive work.
How lucky are you that Microsoft Outlook allows you to combine two or more calendars into one, allowing you to work efficiently and see your forthcoming schedules in crystal clear detail.
Why is it Important to combine Calendars in Outlook
Centralized Scheduling: You may access all of your appointments, meetings, and activities in one location by combining your calendars. This guarantees that you can view your full schedule at a glance and helps you prevent scheduling conflicts.
Better Time Management: You may better manage your time by combining several calendars. With professional, personal, and shared calendars, this is especially helpful because it makes it easier to set priorities and manage your time.
Enhanced Collaboration: Combining calendars makes sure that everyone agrees while working in a team or exchanging calendars with colleagues. This promotes cooperation and makes scheduling meetings, tasks, and due dates simpler.
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How to Combine Calendars in Outlook?
We’ll go over two methods for combining calendars in Outlook in this way. You can now choose which way to use to integrate Outlook calendars—the results for both will be the same.
- Combine calendars in Outlook Using Copy paste
- Combine calendars in Outlook Using import/Export
Combine Calendars in Outlook Using Copy Paste
Using this strategy, we will only copy and paste one Outlook calendar to another, combining the two. Allow me to show you how it can be done in practice.
Step 1>
You must access the Outlook Calendar to combine the calendars. Open Microsoft Outlook and select the Calendar icon at the bottom left of the window to start the Outlook calendar.
Step 2>
Look at the left panel of the folder list window that appears when you launch Outlook Calendar to see all of your calendars in the My Calendar area. We wish to integrate the two highlighted calendars, as you can see in the sample below.
Step 3>
Check just the first calendar at first, then select it and navigate to the “View” tab of the menu bar by following the instructions in the below image.
Step 4>
When you initially enter the View tab, a “Change View” option will appear in the window’s left upper corner. Clicking on this option will display a small drop-down menu with a variety of calendar views; choose the “List” view for this calendar.
Step 5>
When you choose the calendar’s list view, as seen in the image below, all of your events, meetings, and schedules will be detailed in the list. Use the cursor arrow to choose every event and meeting, or use the shortcut “Ctrl + A” to select every event and meeting as I have selected in the example below.
Step 6>
Following your selection of these events and proposals, right-click on them to bring up a drop-down menu. From there, you may choose to “Move” or “Copy to folder“. Clicking on the “Move” option will cause another drop-down box to expand. Click it to duplicate each of these actions.
Step 7>
A little new window asking you to choose the location where you want to copy all of your calendar data will appear when you click on the “Copy to folder” option. Here, I’m choosing the second calendar’s folder and hitting the “OK” button since I need to merge the two calendars.
Step 8>
Return to the Outlook calendar window at this point, and check the second calendar to verify that all of the data from the first calendar has been transferred across. You can view a combined view of both calendars in this way.
Combine Calendars in Outlook Using Import/Export
We will make use of Outlook’s import/export functionality in this technique. The data from one Outlook calendar will be exported first, and then it will be imported into the second calendar. These two timetables will merge. Don’t worry, you will understand better with the aid of the guide that follows.
Step 1>
After starting Microsoft Outlook, open the Outlook calendar and select the “File” option from the menu bar in the upper left corner of the window.
Step 2>
This window will open, and on the left blue panel you will notice a tab labeled “Open & Export” When you click on this tab, you will see a “Import/Export” button, as shown in the image below. To export your Outlook calendar, click on it.
Step 3>
You will be presented with a little window by clicking the “Import/Export” button, where you must first select an action. We must export the Outlook calendar, therefore I’m choosing to “Export to a file” and press the “Next” button at this point.
Step 4>
Outlook will prompt you to choose the file type in which you wish to export your file in the following step. Here, I’m choosing to export my Outlook calendar as a CSV (Comma-separated values) file type. To go to the next stage, click the “Next” button once more.
Step 5>
The folder you wish to export will be requested in the following stage. Choose any calendar folder from the folder selection, and then click the “Next” button once more to proceed.
Step 6>
Outlook will prompt you to choose the file location where you want to save the exported file after you’ve chosen the folder. By first selecting the “Browse” button and then selecting the “Next” button, you can choose the file location.
Step 7>
You just need to click the “Finish” button to complete the process. Outlook will notify you when the next step has to be completed.
Step 8>
While exporting the Outlook calendar, a new popup will show up in front of you when you click the “Finish” button. You will be prompted to choose a range of dates from which to export your Outlook calendar. Choose the dates first, and then press the “OK” button.
Your file will be exported to the location of your choice as soon as you click the “OK” button. After obtaining the CSV file for one calendar, you can combine the two calendars in Outlook or import it to another calendar. In the stages that follow, let’s see how to import the calendar.
Step 9>
Open the “Open & Export” tab from the left blue panel by selecting the File tab of the menu bar once more, and then click the “Import/Export” button.
Step 10>
Clicking the “Import/Export” button will cause the Import and Export wizard to appear. Since we must import an Outlook calendar, I will choose to import from a file in this instance and then press the “Next” button.
Step 11>
Outlook will then ask you to select the file type that you wish to import into your calendar. We will choose a CSV (Comma Separated Values) file type to import and then click the “Next” button because we have a CSV file to import.
Step 12>
The CSV file will next need to be imported into Microsoft Outlook. Click the “Browse” option and locate the CSV file you previously downloaded. Once the file has been chosen, you can choose from a few more alternatives based on your criteria, as I have done in the screenshot below, and then click the “Next” button to proceed.
Step 13>
The destination folder where you wish to import the data from your CSV file must be chosen in the following step. Click the “Next” button after selecting the second calendar folder to import data from. This is necessary because we need to import data from one calendar to another.
Step 14>
Simply click the “Finish” button to complete the process after being informed of the remaining steps to be taken, as detailed in the window that appears.
Step 15>
You’re almost done! Now go back to the Outlook calendar and you should see the import of your other Outlook calendar data. You can combine two calendars in this way.
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Frequently Asked Questions
Is it possible to combine calendars from different Outlook accounts?
If you have the required rights, Outlook lets you view or overlay calendars from many accounts. Make sure that Outlook has the extra accounts added.
Is it possible to integrate particular appointments or activities from separate calendars?
No, instead of merging individual events, Outlook combines entire calendars. For a condensed view, you can select which calendars to overlay, though.
In what way can I take a calendar out of the combined view?
A: Right-click on the name of the calendar in the left sidebar and uncheck it to remove it from the combined view. By doing this, the overlay will not include it.
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Conclusion
That’s all regarding how to combine calendars in Outlook. Organizing your calendar with Outlook helps you be more productive. With the help of this tool, managing both personal and business events is made easier and more efficient. Because the FAQs provide concise answers to frequently asked questions, Outlook is an effective tool for efficient calendar management.
Thanks for Reading!
