To truly merge two Outlook calendars, use Classic Outlook for Windows to export one calendar to a PST file and import its items into the other calendar. New Outlook for Windows does not currently support importing calendar items from a PST. If you only want to see calendars together without moving events, use overlay view instead.
Choose between merging and overlaying calendars
| What you want | Use this method | What happens |
|---|---|---|
| Store events from both calendars in one destination calendar | Export and import a PST in Classic Outlook for Windows | Copies calendar items into the destination calendar; the original items remain in the source. |
| See calendars together without moving events | Overlay view | Calendars remain separate, and new events are saved to the selected calendar. |
| Copy events from an .ics file | Upload or import the file | Imports a snapshot; later changes to the original do not update the copy. |
| View an online calendar as it changes | Subscribe to its web calendar URL | Outlook checks for updates periodically; changes may take more than 24 hours to appear. |
Truly merge calendars in Classic Outlook for Windows
Microsoft’s documented merge method exports the source calendar to an Outlook Data File (.pst), then imports its items into the destination calendar. Exporting copies items; it does not remove them from the source.
Export the source calendar to a PST file
- Select File, then Options.
- Select Advanced.
- Under Export, select Export.
- Select Export to a file, then select Next.
- Select Outlook Data File (.pst), then select Next.
- Select the calendar folder you want to export.
- Clear Include subfolders, then select Next.
- Choose a file name and location, then select Finish.
Import the PST into the destination calendar
- Select File > Open & Export > Import/Export.
- Select Import from another program or file, then select Next.
- Select Outlook Data File (.pst), then select Next.
- Select Browse, choose the PST file, and select OK.
- Under Options, select Do not import duplicates.
- Under Select the folder to import from, select the source Calendar folder. Clear Include subfolders.
- Select Import items into the same folder, then choose the destination account or Outlook Data File.
- Select Finish.
Check that you selected the intended account and calendar during both export and import, especially if Outlook has multiple accounts. Choosing Do not import duplicates helps avoid repeated events.
New Outlook for Windows PST limitation
New Outlook currently does not support importing a mailbox or calendar from a PST file. Its PST support provides access to email stored in a PST, but calendar and contact items saved there are not currently available for use. To perform Microsoft’s PST calendar merge, switch to Classic Outlook for Windows.
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Overlay calendars without merging them
Overlay is a reversible way to compare schedules. Events stay in their original calendars, which retain their own colors; overlaying does not copy or consolidate appointments.
New Outlook for Windows
- Select Calendar on the navigation bar.
- In the calendar list, select the calendars you want to view.
- In the Arrange group, select Split view to display calendars side by side.
- Deselect Split view to overlay them.
Classic Outlook for Windows
- Open Calendar and select the check box beside each calendar you want to view.
- On an additional calendar’s tab, select View in Overlay Mode.
- Repeat for any other calendars you want to overlay.
To remove a calendar from the overlay, select View in Side-by-Side Mode on its tab, or clear its check box in the Navigation Pane.
Outlook on the web or Outlook.com
- Select Calendar.
- In the calendar list, select the additional calendars you want to view.
- Select Split view in the Arrange group for a side-by-side display.
- Deselect Split view to overlay the calendars.
Outlook for Mac
- In the Calendar navigation pane, select two or three calendars.
- From the main menu, select View.
- Select Day, Work Week, Week, or Three Day.
- Select Overlay.
Outlook for Mac supports this side-by-side view with two or three calendars. Overlay is not available in Month view.
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Import an .ics calendar
An .ics file is useful for bringing in events from another calendar service, but importing one is not the documented PST method for merging two existing Outlook calendars. The import is a snapshot, not an ongoing sync.
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Outlook.com and Outlook on the web
- Select Calendar, then Add calendar.
- Select Upload from file.
- Select Browse, choose the .ics file, and select Open.
- Choose the destination under Select a calendar.
- Select Import.
If Add calendar is missing, expand the navigation pane.
Classic Outlook for Windows
- Select File > Open & Export > Import/Export.
- Select Import an iCalendar (.ics) or vCalendar file (.vcs), then select Next.
- Choose the calendar file and select OK.
- Select Open as New.
This opens the imported items as a separate calendar; it does not merge them into the destination calendar folder.
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Subscribe to an online calendar
Subscribe when you want Outlook to keep checking an online iCalendar feed for changes. This is different from uploading an .ics file, which does not refresh automatically.
- In Outlook on the web or Outlook.com, select Calendar > Add calendar.
- Select Subscribe from web.
- Paste or type the calendar URL.
- Select Import.
Subscriptions update periodically rather than immediately, and changes may take more than 24 hours to appear.
Add someone else’s calendar to your view
Adding another person’s calendar lets you view it; it does not merge its events into yours. In New Outlook for Windows or Outlook on the web, select Calendar > Add calendar > Add from directory, search for the person, group, or resource, and select the calendar. In New Outlook, direct addition is available for work or school accounts; personal-account users generally need the owner to share the calendar first. What you can see or edit depends on permissions.
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Common mistakes when combining Outlook calendars
| Problem | What to know or do |
|---|---|
| Overlay looks like a merge | Overlay changes only the display. Use the PST export and import method in Classic Outlook to place items in one destination calendar. |
| PST calendar import is unavailable | New Outlook does not currently support PST calendar import. Use Classic Outlook for Windows. |
| Imported .ics events do not change | An .ics import is a snapshot. Subscribe to an online calendar URL for periodic updates. |
| Duplicate events appear after import | For PST imports, select Do not import duplicates in the Import and Export Wizard. |
| The wrong calendar was merged | When exporting and importing, verify the account and Calendar folder selected, particularly when multiple accounts are configured. |
| Add calendar is missing on the web | Expand the navigation pane to reveal the control. |
| A shared calendar cannot be edited | Viewing and editing require different permissions. Directly added coworker calendars may show only the organization’s default free/busy information. |
FAQ
Can I permanently merge two Outlook calendars?
Yes. Microsoft’s documented method is to export one calendar to a PST file and import its items into the destination calendar using Classic Outlook for Windows. New Outlook does not currently support PST calendar import.
Does overlaying calendars combine their events?
No. Overlay displays multiple calendars together, but the events remain in their original calendars and new events are saved to the selected calendar.
Will an imported .ics calendar update when the original changes?
No. An .ics import is a snapshot. Subscribe to an online calendar URL if you want Outlook to check for later changes.
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How do I avoid duplicates when merging calendars?
In the PST import wizard, select Do not import duplicates. Also verify the source and destination calendar folders before finishing the import.
Can I merge calendars in New Outlook for Windows?
New Outlook currently does not support importing calendar items from PST files. Switch to Classic Outlook for Windows to use the documented PST merge procedure.
How do I see calendars together in Outlook for Mac?
Select two or three calendars, choose a supported day or week view from the View menu, then select Overlay. Overlay is not available in Month view.
Official Microsoft guidance
See Microsoft’s guides to merging items from multiple calendars, viewing multiple calendars, exporting items to a PST, importing or subscribing to a calendar, and viewing multiple calendars in Outlook for Mac.
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