How to Combine Two Outlook Calendars Into One – Quick Guide

Reason Behind Combining Multiple Outlook Calendars into One

When you try to handle multiple Outlook calendars, it can be confusing and stressful. You might miss meetings, double-book yourself, or struggle to keep track of everything. Here are some key reasons to combine multiple Outlook calendars into one:

• Having one calendar keeps all your meetings, events, and tasks in one place, making it easier to keep track of everything.
• When you use multiple calendars, you might accidentally schedule two events at the same time. A single calendar helps you see everything clearly and avoid conflicts.
• Instead of switching between different calendars, you can combine two Outlook calendars and manage all your appointments in one place.
• If you need to share your schedule with coworkers, a combined calendar makes it easier for them to see when you’re available.
• Some apps and devices may not work well with multiple calendars. Using one calendar ensures that all your events show up correctly everywhere.

Merging Outlook calendars helps you stay organized, avoid mistakes, and manage your time better. Now, we will proceed with the simple methods to combine two calendars in Outlook. 

Top Methods to Combine Two Outlook Calendars

Microsoft Outlook offers several methods to merge calendars, including exporting and importing data, manually copying events, and using the overlay feature. Apart from that, you can use the automated solution to combine your calendars in Outlook. In the next section,  we’ll walk you through the quickest and most effective ways to combine two Outlook calendars into one.

1. Export and Import Method: This involves exporting events from one calendar and importing them into another.
2. Copy and Paste Method: Manually copying events from one calendar to another.
3. Overlay Mode: Viewing multiple calendars simultaneously without merging them.
4. Specialized Software: Utilizing specialized software to merge calendars efficiently.

Method 1: Export and Import Calendar

This two-step process allows you to merge calendar items by exporting from one calendar and importing them into another.

Step 01: Export Calendar Information

1. Open Outlook and click the File tab.
2. Select Options, then Advanced.
3. Under the Export section, click Export.
4. Choose Export to a file and click Next.
5. Select Outlook Data File (.pst) and click Next.
6. Choose the calendar folder you want to export, ensure Include subfolders are unchecked, and click Next.
7. Specify a location and filename for the exported file, then click Finish.

Step 02: Import Calendar Information

1. In Outlook, click the File tab.
2. Select Open & Export, then Import/Export.
3. Choose Import from another program or file and click Next.
4. After that, select Outlook Data File (.pst) and click Next.
5. Browse to the file you exported earlier and click Next.
6. Under Select the folder to import from, choose the calendar folder.
7. Ensure that Include subfolders are unchecked.
8. Select Import items into the same folder and choose the destination account.
9. Click Finish to complete the import process and combine two Outlook calendars.

This method merges the events from the exported calendar into your primary calendar.

Method 02: Copy and Paste Calendar Items

If you prefer a manual approach, then follow the given steps to combine calendars in Outlook: 

1. Open Outlook and navigate to the Calendar view.
2. In the left pane under My Calendars, check the boxes of both calendars you wish to merge.
3. Both calendars will appear side by side.
4. Click on the calendar containing events you want to move.
5. Select the events to copy. Use Ctrl+A to select all events or hold Ctrl and click individual events.
6. Press Ctrl+C to copy the selected events.
7. Click on the destination calendar.
8. Press Ctrl+V to paste the events into the destination calendar.

This method allows you to manually select and move events between calendars. After performing these steps, you can combine two Outlook calendars.

Method 03: Use Calendar Overlay Mode 

If you prefer to view multiple calendars simultaneously without merging them:

1. Open Outlook and go to the Calendar view.
2. In the left pane under My Calendars, check the boxes of the calendars you wish to view.
3. Each calendar will be displayed side by side.
4. To overlay them, click the arrow on the tab of the calendar you want to overlay.
5. The calendars will now appear combined in a single view, with events from each calendar distinguished by color.

This method provides a unified view without permanently merging the calendars and combine two Outlook calendars.

How to Combine two Outlook Calendars within a few clicks?

The DRS Softech PST Merge Tool is a powerful and user-friendly utility to merge multiple PST calendar files into one. The tool allows users to combine multiple Outlook calendars, emails, contacts, and other items from separate PST files into a single, unified file. This can be especially useful for individuals or businesses that need to consolidate Outlook data from multiple sources or accounts.

Detailed Steps to Combine Two Outlook Calendars

1. Download the DRS Softech PST Merge Tool and follow the on-screen instructions to install it on your system.
   
2. Click on the Add Files or Add Folder button to select the PST files containing the calendars you wish to merge.
   
   Note: You can select multiple PST files to merge them into a single file.
   • Add Files – Manually select specific PST files containing the calendars.
   • Add Folder – Select a folder containing multiple PST files at once.
3. Here, you can add the PST File accordingly. Select multiple PST files to join them into a single file.
   
4. Here, you can preview and add the PST calendar accordingly. Select multiple PST calendar files to merge them into a single Outlook calendar.
   
5. Choose whether you want to merge the calendars into a new PST file or append the data to an existing PST file. For calendar merging, choose the “Merge PST Files” option to ensure all calendar events are combined into one.
   
6. The tool displays all items inside the PST files. Check the box next to “Calendar” to merge only the calendar data.  You can filter data based on a date range to merge only specific calendar events.
   
7. Another additional option you will get is the Date Range Filter to specify the Outlook calendar within a specific start and end date.
   
8. Either you can Merge Outlook Calendars into a new PST file, or you can Merge Outlook Calendars in an existing PST file. Also, Click on Destination and choose a folder where you want to save the merged PST file.
   
9. For more accuracy and security you can add the Password to the resultant Outlook calendar files. It also provides an option to remove duplicate entries/remove attachments as well. It makes sure that duplicate events do not appear in the merged calendar.
   
10. Click on the “Merge” Button to combine two Outlook calendars. It will combine the calendar data from the selected PST files. The progress bar will show the merging status.
    
11. When the process is completed, you will get the notification that the file was successfully saved at your specified location. 

By following these simple and detailed steps, you can effortlessly combine two or more Outlook calendars into one. This method saves time, eliminates errors, and provides a flawless way to manage multiple Outlook schedules in a single view.

Additional Pointers of the Outlook Calendar Merger

1. Supports All Outlook Data: Emails, contacts, calendars, notes, journals, and tasks.
2. Merge Mode: Combines similar folders like Inbox, Sent, and Contacts.
3. Join Mode: Keeps each PST in a separate folder while maintaining structure.
4. Merge Contacts Only: Consolidates contacts from multiple PSTs.
5. Removes Duplicates: Eliminates duplicate emails, contacts, and other data.
6. Attachment Removal Option: Allows users to exclude attachments while merging.
7. Supports Password-Protected PSTs: Requires password input.
8. Handles Large PST Calendars: Merges files without corruption or data loss.
9. Selective Merging: Users can choose specific calendar folders before merging.
10. Free Trial Available: To evaluate the functionality of the software, utilize the trial version. 

Conclusion

Whether you choose the manual method or a specialized tool, merging your calendars will help you stay organized, save time, and manage your schedule better. You can combine two Outlook calendars manually, but it takes a lot of time and can lead to mistakes, especially if you have a lot of data. For a quicker and easier solution, it’s best to use a tool like DRS Softech PST Merge Tool. It makes the process simple, removes duplicate events, and combines all calendar entries into one clear and organized calendar. The tool will combine the calendar data from the selected PST files into a single calendar.

Related Post: Failed to Add PST in Outlook 2016.

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