Merging Two Calendar Folders

Last reviewed on January 29, 2014

We are often asked how to merge two folders. This can mean one of two things: keep the calendars separate but view them as one using calendar overlay or combine them into one folder.

If you use Outlook 2007 or Outlook 2010 and a day, week, or month view, you can overlay two or more calendars by right-clicking on the calendar folder and choosing Overlay. You can also click the small arrow in the calendar name tab to overlay or separate.

Click the arrows on the tabs to view your calendars as one

If you have meetings on the second calendar, you need to use Move to folder, not Copy, in order for updates to work correctly.

Merge into one calendar

If you really want to merge the calendars, it’s easy – use a list view then drag the items to the other folder. Or use the Move to folder command. It doesn’t matter which type of Outlook folder you are using, the method is the same for all folders.

  1. Begin by selecting the folder you want to stop using. If its a calendar folder, switch to a list view, such as All Appointments or By Category. In Outlook 2010, it’s called List view. In Contacts, use Phone list view.
  2. Click on one item, the press Ctrl+A to select all.
  3. Use the Move to folder (or Copy to folder) command or drag the items to the folder you want to move the items to.

In Outlook 2007 (and older versions) use All Appointments or By Category. In contacts, use Phone list or By Category.

Choose a list view in Outlook 2007

In Outlook 2010, choose List view from the view menu.

Choose the list view in Outlook 2010

Video Tutorial

More Information

A video tutorial for Outlook 2007 and older is available here

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.

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