Merging Two Calendar Folders

Last reviewed on June 6, 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.

Please post long or more complicated questions at Outlookforums.

69 responses to “Merging Two Calendar Folders”

  1. Andre Cloutier

    Hi,

    I wish to thanks the one who sent me the instruction, it did work................Again thanks..Andre

  2. Theresa Goulder

    Thanks for the advice. I've been having a nightmare with my calendar entries since upgrading to ios5 on my iPad as whenever I'm invited to a meeting it ends up in my default Outlook calendar not my iCloud calendar so isn't on my iPad. Now I can just move all the items in my default Outlook calendar across very quickly on a regular basis. I'll be glad when this issue is resolved, but the steps you describe above provide a great workaround in the meantime.

  3. Debbie Schweikert

    Help! I tried merging Outlook with iCloud. I have since shut off iCloud. My appointments from 5/25/11 thru the future are gone. How do I get them back?

  4. Robyn

    Thank you so much!! it worked!!! I copied all the items from my calendar (using list view) and moved them to the default "calendar" folder, and viola! my upcoming appointments re-appeared on my outlook page. Thank you so much!

  5. suffering

    I'm trying to get rid of iCloud from my Outlook 2007 (and my life!) - By following the above advice I can move about 500 of the entries, but the remaining 1000 or so (anything I had scheduled from my blackberry, it seems) will not move (though it was in outlook before and was pulled to iCloud from outlook). Any advice?

  6. Kevin Motherway

    Diane
    Thanks So much for the tips. But is it possible to schedule that the calendar is copied automatically or do you have to do it manually on a regular basis.
    Thanks
    K

  7. eric paris

    i want to thank you for your wonderful advice. I merged my new icloud calendar with my default outlook calendar because I like to see all of my appts on the right side bar and in outlook today and as you know, icloud calendar does not allow that. I too am a former mobileme subscriber that just switched to icloud for my office outlook.

    i am preparing to attempt to merge my assistant's outlook calendar and tasks with my calendar and tasks. I am going to try code2 sync which appears to be free for life?.. i don't know if it is going to sync the icloud calendar or the outlook calendar?

    also until apple or microsoft makes a change, it appears that i am going to have to copy my icloud calendar every time i make a new entry because there is no auto sync??

  8. Alwin Hauke

    Hello
    my current mailbox will be migrated to a new one. I have performed a backup and created a pst-file using the "Export" function in Outlook on my old account. When importing the pst-file into my new account, all looks OK (messages, contacts, tasks) except all my calendar items are now called "Copy: ..." and I cannot manage those anymore, meaning, unable to send updates or cancel them. My new mail account calendar tells me that I am not the owner anymore, which is true. Selecting all calendar items in the view "All appointments" and then using the "Move to Folder" function does not help either, since I cannot select my calendar folder in my new account. The window displays only the old account folders.
    How can I import, insert, copy or move my old calendar items into my new account calendar without losing any functionality by remaining the owner of my own meetings. Otherwise I have to recreate them all, which means a lot of work.
    I also found a tool to open both mail accounts on the same computer and see my two calendars side by side, the old one and the new one, but drag&drop does not work either. Error message: "Cannot copy the items".
    Help !!! Please !!!
    Thanks in advance,
    Alwin

  9. James Fisher

    Thank You for explaining how to merge calendars! The "list" view is something I hadn't seen before.

  10. consolegoddess

    This worked great for the first time. I now only use and view the cloud calendar. The only problem is that on the Personal Folders page the cloud appointments don't show up under calendar. Is there a way to either keep the calendars synchronized or change which calendar is default for the Personal Folders page?

  11. Joe

    Diane,
    Am I correct in assuming that any appointments made in the cloud (icloud calendar) from any iphone or apple device must be manually added to the outlook calendar in order for it to show up in the To-Do list?? Seems it defeats the purpose of syncing?

  12. Lee

    Diana - Maybe you can help me as well. I set up Outlook on my computer as a POP3, accidentally. I sent roughly 150 appointments (I work in event planning) and then realized the POP3 wouldn't be compatible with my cell phone. My IT team in the office set up the Outlook exchange server and COPIED all of the 150 event notifications. Now I cannot make updates / access the appointments (the message at the top of each appointment shows, you are not the planner and cannot make updates.) Is there any way to fix this?
    Thanks so much!

  13. Romona

    Thank you very much for helping me fix my mess after trying iCloud. When I tried to delete iCloud I somehow deleted all the events from my main calendar and everything was in the iCloud copy. Now they are back where they belong.

  14. Nick Miller

    Is there a cross-talk application or option that will enable the iCloud calendar to automatically update and mirror the Google calendar, and visa-versa? Much like Google CalendarSync works between Google Calendar and Outlook?

  15. Diane

    thank you so much for this tutorial. I bought a new computer with Windows 8. I saved my 2007 pst Outlook file from my old computer and copied it to the new computer. however when moving things around I kept getting the message that the reminder would not work to which I had to reply yes every time to move on. by moving the personal folder I had created to the one created by Microsoft as linked to my email address, the problem was solved. The tutorial was key in solving this problem. Diane

  16. Mark

    I love the overlay calendar option on my Outlook 2010 and OWA. However, I need to see the overlaid calendars on my Android Phone but it appears that the Light Version is the only option on the Android Phone. Is there any way to view the overlaid calendars on my cell phone?

  17. Ju

    Hi,
    I have an outlook 2007 calendar and icloud. When I enabled icloud, I ended up with 2 calendars, which resulted in having 2 ''calendar in icloud'' in outlook. A lot a of the items are duplicates, but not all. I just want to have one calendar. Is there a way to merge these two calendars into one and avoid having duplicates at the same time?

  18. Navneet Mehta

    Hi,

    I am using MS Office professional plus 2010 and using Overlay calendars. Unfortunately i do not get alerts for the overlaid calendar at all. Not sure how to fix it.

    Request if you can help here.

    Thanks and Regards
    Navneet

  19. David Livingston

    The down fall to what is described above by "Copying" or "Drag and drop" is this will make a copy of the meeting on the new calendar. The option to "Move" will keep the original meeting in place however is not always an option for all meetings.

  20. Ben

    I have a situation I'm trying to solve which I don't think I see above...

    I have Outlook, iPad and Blackberry. They are all connected and sync fine through their default calendars. I want to subscribe to one public calendar on FLOGS and set it up so that all 3 of the devices have the subscribed calendar visible. If I set up the subscription on the iPad or Outlook it appears as an additional calendar and so doesn't appear on the BB. If I set the subscription up on the BB, it replicates brilliantly to each calendar ... except that auto sync doesn't seem to work so I have to manually sync on the BB and these scripting entries then appear on Outlook and iPad.

    So until the auto sync using FLOGS on the BB works what can I do to automatically keep all 3 devices in syn with respect to the subscribed calendar?

  21. Jim Gren

    I have Outlook 2003 and going to Outlook.com - I have installed the COnnector but I get message that cannot copy calendar to a web-based version. ANy suggestions?

  22. Ben

    OK. Let me recast the issue which takes it away from the specifics of FLOGS.

    I'd like to be able to see a subscribed calendar on Outlook, iPad and Blackberry. I can subscribe to it on the first two but can't see how to on the BB (Bold 9000). How do I see a subscribed calendar in all 3 devices so that when the entries on teh subscribed calendar change then that is reflected on all 3 platforms?

  23. Lu

    Diane, I need help. I constantly need to open .ics files for my travel itineraries and Outlook creates a new calednar for each file I open. Is there an easier way to merge calendars without the manual process? This seems a little bit easier than saving and importing the file, but it still needs manual work. Any way around it?

  24. Judy Hansen

    Thank you so much! I have a new Blackberry 10 and was mystified by how to sync the darn thing. Your notes have helped me with the final steps (at least I hope so)!

  25. Tina

    I had Hotmail and used the calendar - setting up five different calendars/colors to keep areas of my life delineated. I was forced into the Outlook format. Now I cannot view my Outlook calandar in an internet web view. I set up an email account so Outlook would sync with my HTC HD2 Windows 6.5 phone. Only the "primary calandar" syncs - leaving 3/4 of my life off my phone calendar. All the above info on merging calendars or other on exporting secondary calendars and importing them into the primary calendar do not work in the "new" Outlook calendar. Hotmail worked seemlessly and perfectly... Outlook is a pale and massively imperfect substitute! Can you suggest any solution so I can see all my events in all calendars?

  26. Tina

    Thank you for your time and for answering, but yes, all five calendars are checked and only the one designated "primary" under options displays on the phone after ActiveSync-ing. If I change which calendar is primary, then those events are synced to the phone. What is displayed on the phone is directly connected to only one calendar chosen to be primary.

  27. Tina

    Also, for further clarification, all five calendars are checked under options on the Outlook (old Hotmail) calendar. If they are unchecked, those (color/calendar specific) events are removed from the Outlook calendar - so they all have to be checked. What does not sync or display on my phone are the "secondary" calendars and their events.

  28. Tina

    I would have to say yes... then only thing to enable is Calendar (and also Contacts, Email and Tasks). There is no sub-menu to check the individual calendars under the account settings of ActiveSync. And under the settings in the calendar app itself, there are just a few minor options like day to start the week and event time intervals. Because the events that sync change with which calendar is specified primary in the Outlook Calendar, that seems to indicate an Outlook issue as opposed to something on the phone. In searching the web, I ran across some references to Google Calendar only syncing the primary calendar, with recommendations to export the data from the secondary calendars and import them in to the primary calendar, but there is no export function in the Outlook calendar, so that is not even an option. I ran across your posts and brought this issue to you because you seemed the most knowledgeable on other Outlook issues.

  29. John

    When I attempt the drag and drop method of moving my local calendar to my outlook.com calendar, Outlook 10 crashes and I get an error message saying that Outlook10 has stopped working, check on line for a solution or end program. I cannot get back into Outlook 10 until I go into to control panel and delete my outlook.com profile. Any ideas?
    Thanks,

  30. John

    Sorry, I meant Outlook 13, not Outlook 10 in my previous question. John

  31. CP

    Is there a way to automatic run the CodeTwo Folder Sync ? So we dont have to press the button to syc? Any VBA code?

  32. CP

    Thanks

  33. Penny Williams

    How do you do this in Outlook 2013? I cannot find a list view for the calendar after searching for 30 minutes. I desperately need to combine two calendars into one though. Thanks!

  34. Penny Williams

    Thank you sooooo much! I was loosing my mind looking for that. Worked perfectly and was a piece of cake. Now my calendar on my email screen will work right and my phone calendar will sync right too.

  35. Peter Baris

    I recommend this solution to all of my clients. I am sure they too will be benefitted with this free option and will be satisfied.

  36. Tom Sullivan

    Hi Diane,

    I have transitioned to exchange 2010. My new mail, calendars, contacts, etc. is working great sending and receiving, sending calendar invites. I have added my old email account as a secondary account with my old mail, calendars, contacts...so I can merge or drag and drop into my new exchange account. Is the process similar to the above discussion on merging calendars? Appreciate your feedback.

  37. ben tillman

    I tried overlaying, but it just resulted in side-by-sidelaying.

  38. ben tillman

    Thanks. The video was helpful, but the problem is that this doesn't merge the calendars. Merging the calendars entails causing each new appointment to be included automatically in both calendars. How do you do that? Thank you.

  39. Casey

    Diane,
    A PC user, using Outlook 2010, with an Iphone.

    I (finally) loaded iCloud. When I did so, per many above I have two calendars in Outlook - my work email calendar, and my iCloud calender. The problem is when I send or receive any appointments via my work email, I can see it on the iCloud calendar (shaded), but it does not sync with my mobile device. I don't want to send it out appointments as an .ics as not all use iCal. Is there a way to have only 1 calendar, which syncs with my default work email and iCloud calendar so it shows up on my mobile device?

    Furthermore, all of my contacts are now saved with iCloud. Yet in Outlook, when I create a new contact and save it (using the default Save & Close), it saves it to "My Contacts" not the "iCloud" folder. I then have to move it - a 2 step process. Can you change the default Save & Close?

    Thanks in advance.

  40. Carol

    I am having a problem syncing my Outlook calendar from my laptop to my iphone4 and iPad 2. I am using a USB cable connection and syncing through iTunes. Recurring appointments that have been deleted and replaced with a new one time appointment are duplicated after syncing. Even when I manually remove the duplicates from my laptop and other devices , the same thing happens the next time I sync the devices. Is there any way to sync my iPad and iPhone with my Outlook calendar on my laptop and not have duplicates?

  41. george

    Having moved "all appointments" from other calendars(outlook2007), following your good instructions, to what I want to keep as "main calendar" succesfully, I now want to delete the "empty" calendars but R/click does not give me the option, the calendars are "ghosted". Any ideas?

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