Combine and Print Multiple Outlook Calendars

Last reviewed on August 2, 2014

I'm often asked if there is a way within Outlook to print a single calendar containing the appointments from every calendar in the profile. Although Outlook doesn't have this ability built in, you could copy all of the appointments to one calendar and print, or use the Calendar Printing Assistant or third party print utilities.

Note: The calendars need to be in your profile as mailboxes, not opened as shared calendars.

Copying appointments from list view is fairly easy, if monotonous, but a macro makes quick work of it. This question on Outlook forums finally nudged me to write a macro that would do it: combine 24 meeting room calendars in to 1 single list.

The result is a set of macros pulled from macros previously published here at Slipstick. (Not a lot of writing involved!)

The macros that I tweaked to copy the appointments from the selected calendars were originally published at Select multiple calendars in Outlook and Copy Recurring Appointment Series to Appointments.

The macro deletes the calendar called Print, if it exists, then creates a new calendar folder named Print , then checks to see if one or more calendars are selected in the navigation pane, and if so, it copies the appointments to the Print calendar.

My sample copies appointments for the next 3 days, but you can add (or subtract) from Date to include any period. The data file name (as seen in the folder list) is added to each appointment as a category, so you know which calendar each appointment is from (I use category colors that match the calendar color). Recurring appointments are copied to the Print calendar as single appointments.

Create a Print Calendar

After running the macro, go into File, Print, click Print Options and select the Print calendar then click Print.

Note: this code was updated on July 15 2014 to create the Print calendar automatically. If the print calendar exists, it deletes it and recreates it, otherwise it creates it. It was updated on July 29 2014 to check each group for selected calendars.

Calendars in Exchange Public folders are categorized using "Favorites", not their actual folder name. You can include the calendar name when creating the category: calName = CalFolder.Parent.Name & "-" & CalFolder.Name

  Dim CalFolder As Outlook.Folder
   Dim printCal As Outlook.Folder
    
Sub PrintCalendarsAsOne()
    Dim objPane As Outlook.NavigationPane
    Dim objModule As Outlook.CalendarModule
    Dim objGroup As Outlook.NavigationGroup
    Dim objNavFolder As Outlook.NavigationFolder
    Dim objCalendar As Folder
    Dim objFolder As Folder
      
    Dim i As Integer
    Dim g As Integer
     
    On Error Resume Next
    
    Set objCalendar = Session.GetDefaultFolder(olFolderCalendar)
    Set printCal = objCalendar.Folders("Print")
    printCal.Delete
    Set printCal = objCalendar.Folders.Add("Print")
      
    Set Application.ActiveExplorer.CurrentFolder = objCalendar
    DoEvents
      
    Set objPane = Application.ActiveExplorer.NavigationPane
    Set objModule = objPane.Modules.GetNavigationModule(olModuleCalendar)
      
  With objModule.NavigationGroups
    
    For g = 1 To .count

    Set objGroup = .Item(g)
   
    For i = 1 To objGroup.NavigationFolders.count
        Set objNavFolder = objGroup.NavigationFolders.Item(i)
     If objNavFolder.IsSelected = True Then
     
   'run macro to copy appt
        Set CalFolder = objNavFolder.folder
        CopyAppttoPrint
    
    End If
    Next i
    Next g
    End With
  
  
    Set objPane = Nothing
    Set objModule = Nothing
    Set objGroup = Nothing
    Set objNavFolder = Nothing
    Set objCalendar = Nothing
    Set objFolder = Nothing
End Sub
 
 
Sub CopyAppttoPrint()
     
   Dim calItems As Outlook.Items
   Dim ResItems As Outlook.Items
   Dim sFilter As String
   Dim iNumRestricted As Integer
   Dim itm, newAppt As Object
 
   Set calItems = CalFolder.Items
    
   If CalFolder = printCal Then
     Exit Sub
   End If
    
' Sort all of the appointments based on the start time
   calItems.Sort "[Start]"
   calItems.IncludeRecurrences = True
 
  calName = CalFolder.Parent.Name
' to use category named for account & calendar name 
' calName = CalFolder.Parent.Name & "-" & CalFolder.Name
     
'create the filter - this copies appointments today to 3 days from now
   sFilter = "[Start] >= '" & Date & "'" & " And [Start] < '" & Date + 3 & "'"
  
   ' Apply the filter
   Set ResItems = calItems.Restrict(sFilter)
  
   iNumRestricted = 0
  
   'Loop through the items in the collection.
   For Each itm In ResItems
      iNumRestricted = iNumRestricted + 1
        
  Set newAppt = printCal.Items.Add(olAppointmentItem)
  
 With newAppt
 ' delete any lines you don't need to include
    .Start = itm.Start
    .End = itm.End
    .Subject = itm.Subject
    .Body = itm.Body
    .Location = itm.Location
    .AllDayEvent = itm.AllDayEvent
    .Categories = calName '& ";" & itm.Categories
    .ReminderSet = False
End With
           
  newAppt.Save
  
   Next
   ' Display the actual number of appointments created
    Debug.Print calName & " " & (iNumRestricted & " appointments were created")
  
   Set itm = Nothing
   Set newAppt = Nothing
   Set ResItems = Nothing
   Set calItems = Nothing
   Set CalFolder = Nothing
    
End Sub
 
 

How to use macros

First: You will need macro security set to low during testing.

To check your macro security in Outlook 2010 or 2013, go to File, Options, Trust Center and open Trust Center Settings, and change the Macro Settings. In Outlook 2007 and older, it’s at Tools, Macro Security.

After you test the macro and see that it works, you can either leave macro security set to low or sign the macro.

Open the VBA Editor by pressing Alt+F11 on your keyboard.

To put the code in a module:

  1. Right click on Project1 and choose Insert > Module
  2. Copy and paste the macro into the new module.

More information as well as screenshots are at How to use the VBA Editor

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

17 responses to “Combine and Print Multiple Outlook Calendars”

  1. Pete Maryan

    I'm trying to use this macro in Outlook 2013 32bit, for the exact purpose of printing out a calendar derived from all rooms in a location.

    I've copied the code above into a Module, but it keeps failing to run successfully. I've created a new calendar called Print and I've selected my room calendars.

    When I run the macro for PrintCalendarsAsOne it breaks at: Set printCal = Session.GetDefaultFolder(olFolderCalendar).Folders("Print")

    When I run DeleteApponPrint it breaks at: Set calItems = printCal.Items

    Any suggestions?

  2. Jim

    Does this work with shared calendars? I seem to only be picking up my own calendar.

    1. Pomeranian Club Central VA

      I am experiencing the same problem as Jim. I get the End/Debug error when it gets to here: Sub PrintCalendarsAsOne()

  3. Tereese

    Hi Diane. Thank you so much for this code!! One question though, how do you use the category colors that match the calendar color? The categories in my print calender are all one color.

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