Last updated: October 2019
Steps to Export Multiple Outlook Calendars to Excel Manually Open Mac Outlook and click on Calendars Choose a Calendar File and drag-drop it to the desktop You need to.
When you do add multiple Exchange accounts, fixed folder names mean multiple calendars named “Calendar.” It’s one thing to differentiate among them when they are in the hierarchy of the Inbox, as when you are in Outlook. But on iOS, the calendar is not part of an inbox hierarchy. If you work in Outlook most of the day, you may need to navigate from the Mail view to the Calendar, then to Contacts, and then back to Mail. Juggling those aspects of Outlook can be awkward. Instead, try this simple tip to open Mail, Calendar, Contacts & Tasks in separate windows, it works in Outlook. This wikiHow teaches you how to add calendars to Outlook. Outlook did away with its calendar sync tool years ago. However, you can add shared calendars to Outlook, use iCal addresses to add a Google calendar, and iCloud for Windows can configure Outlook to add an Apple Calendar to Outlook. Effective Outlook Calendars has a whole chapter on adding calendars to Outlook and the many options for viewing multiple calendars together. Latest news & secrets of Microsoft Office Microsoft Office experts give you tips and help for Word, Excel, PowerPoint and Outlook.
Sometimes you might be in need to create additional calendars in order to more easily manage your personal schedule separately from work or manage your project schedule. In today’s post, we’ll show you how you can create a birthday calendar in Outlook 2016 that will send you reminders about your friends and colleagues birthdays so you will never miss anyone’s birthday again :-). You might use the same process to setup new calendars as needed for either your work or personal needs. Additionally, we’ll show how to share a calendar with colleagues as well as copy, delete and recover Outlook calendars.
Note: Although the post was developed on Outlook 2016, the content is fully applicable to version 2019 ; We tested it both on Office 365 and standard desktop editions.
Create new calendar in Outlook
Follow the steps below to setup a blank Outlook calendar:
- Open Outlook and hit the Calendar icon in the bottom-left navigation panel.
- Roll down to My calendars and select the down arrow to expand it.
- Now we can find there are set of separate calendars in it.
- Right click on anyone of it and select New calendar or click on Folder in the ribbon and select New calendar.
- In the dialog box, enter the name for your calendar.
- Select where the folder has to be placed and make sure the folder contains are calendar items.
- That’s it, your new calendar is created under the needed folder.
How To Merge Two Calendars In Outlook Mac
Setup a shareable calendar
Sharing a calendar could be quite useful for better team collaboration. You can share a custom created calendar or your own default personal calendar.
Setting up the sharing is simple:
- In the Calendar tab, highlight the entry you might want to share.
- Righ click, hit Share and then select Share Calendar.
- Outlook will generate an invitation, which you then send to the relevant colleague/s.
- In the invitation, use the check box below the Subject line to define whether the invitation recipient will be able to edit the specific calendar being shared.
Note: Another useful option for sharing is to send a calendar to a recipient by email. This is particularly useful in cases that you would like to collaborate with individuals who are not co-workers. The caveat being that the calendar is attached as an *.ics file, meaning that it will be an “offline” snapshot of the calendar, which won’t be updated if your online calendar changes.
Copy, rename and delete a calendar
- To move a calendar to another folder, right click on the calendar and click move calendar.
- Then select which folder the calendar has to be moved.
- To copy a calendar, again right click on the calendar and select Copy calendar.
- And select where the copied calendar has to be pasted.
- To rename a calendar, right click on the calendar and select rename calendar.
- Enter the name for the calendar and press Enter key.
- To delete calendar, right click on the calendar and hit delete calendar.
Recover a deleted calendar
- The deleted calendar will be moved to the deleted items in your outlook.
- To view the deleted calendar again and move it back to the original folder, click on the three dots in the bottom navigation panel and select Folders.
Sync Mac Calendar To Outlook
- Now you can find the deleted calendar under deleted items.
- Deleting under the deleted items makes the calendar delete permanently.
Note that once setup, you are able to delegate access, set/remove permissions and sharing of your newly created calendar.
Adding Google Calendar to Outlook
If you are using Google Calendar in addition to Outlook, you might want to check out our tutorial on how to easily access your Google calendar in Outlook.
Using VBA
If you know Outlook Visual Basic for Applications Macros, you can use the following code to define an additional calendar in your calendar folder.
[code]
Sub Add_Cal()
Dim WCF as MapiFolder
Dim NCF as MapiFolder
‘We’ll add the new calendar under the default calendar folder
Set WCF = Application.Genamespace(“MAPI”).GetDefaultFolder(olFolderCalendar)
Set NCF = WCF.Folders.Add(“New Calendar”,olFolderCalendar)
End Sub
[/code]
Using Shortcuts
Couple of users asked whether there are keyboard shortcuts to speed up the creation of new calendar entries. The answer is that i am not aware of such a shortcut. Still recommended to use Ctrl+2 to get your calendar view with ease though.
Thanks for reading. 🙂
Calendar User Guide
To share or back up a calendar that’s in the On My Mac section of the calendar list, you can export the calendar’s events, then import them into another calendar or to another computer.
How To Use Outlook Calendar
If you use a calendar account, such as iCloud or Exchange, you don’t need to export and import its calendars to back them up or have them appear on your other devices. The account calendars are stored on the calendar service provider’s servers, and are automatically updated on all your devices set up for the same calendar account.
Export a calendar’s events
In the Calendar app on your Mac, click the calendar’s name in the calendar list.
If you don’t see the calendar list on the left, choose View > Show Calendar List.
Choose File > Export > Export.
Choose a location, then click Export.
The events are exported to a calendar (.ics) file.
Export all calendars
In the Calendar app on your Mac, choose File > Export > Calendar Archive.
Choose a location, then click Save.
Import events into a calendar
In the Calendar app on your Mac, if needed, create a new calendar for the events.
Choose File > Import.
Select the file with the events, then click Import.
Choose the calendar to add the events to.
You can also drag a file with events to Calendar. The events are added to the calendar selected in the calendar list.
Import calendars from an archive file
WARNING: Importing an archive file replaces all of your current calendar information.
In the Calendar app on your Mac, choose File > Import.
Select the archive file, then click Import.
To merge an entire calendar with another, export the calendar, import it into another calendar, then delete the old calendar.