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.
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.
- 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.
- Click on one item, the press Ctrl+A to select all.
- 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 2010 and newer, choose List view from the Change View menu on the View ribbon.
In Outlook 2007 (and older versions) use All Appointments or By Category. In contacts, use Phone list or By Category.
A video tutorial for Outlook 2007 and older is available here