How to Merge Calendar Appointments in Microsoft Outlook

Make scheduling easier by combing multiple Outlook calendars into one.
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When you manage multiple calendars in Outlook -- for example, one for a sports team, one at work and another for your personal schedule -- you may find it more efficient to merge the data so it is organized in one, centralized location. While Microsoft Outlook does not feature an automated merging tool, you can export the data from one calendar and import it -- with differentiating color labels -- into another.

1 Exporting from One Calendar

With Outlook open, click the "File" tab and then "Open & Export," "Import/Export" and then "Export to a File." Select "Outlook Data File (.pst)" and determine a save location for the final file. Allow Outlook to load a list of your managed calendars and click the name of the calendar you would like to export.

2 Importing into Another Calendar

From the "File" tab, select "Open & Export" and then "Import/Export." After selecting "Import From Another Program or File," select "Outlook Data File (.pst)" and browse to the newly exported data where you just saved it on your computer. At this point, determine how you'd like the software to handle duplicates -- by replacing or ignoring them, for example. Select "Calendar" for your import source and then click "Finish" to complete the import.

Based in Tampa, Fla., Danielle Fernandez been writing, editing and illustrating all things technology, lifestyle and education since 1999. Her work has appeared in the Tampa Tribune, Working Mother magazine, and a variety of technical publications, including BICSI's "Telecommunications Distribution Methods Manual." Fernandez holds a bachelor's degree in English from the University of South Florida.