Exporting/importing Outlook calendars (and other objects)

These instructions will help users who want to give a calendar completely to someone else, as opposed to sharing a calendar. The process to do this is to export the calendar, get the file to the intended recipient, and for them to import the file into their Outlook.

Exporting a Calendar (or other Outlook object):

1. In Outlook, go to File > Open & Export > Import/Export

2. Select Export to a File and click Next

3. Select Outlook Data File (.pst) and click Next

4. Select your calendar, folder, or contact group you want to share, and click Next.

   Open

   

5. Browse to the location where you want to save this file. It is recommended that you save the file somewhere easy to remember, like the Desktop, or the Documents folder, and edit the file name to reflect what the file is (i.e. TestCalendar).

   • Note: There are a few duplicate-handling options here you can select from. Most of the time, the default is preferred.

6. Click Finish

7. You'll be prompted to add a password to this file. You can enter one and hit OK, or simply hitting OK without entering one will skip adding a password.

8. Wait for the export. If the file is small, it will be nearly instantaneous, and you won't receive any notification it completed, but the file should now be where you selected to save it. If the file is quite large, Outlook may appear to stop responding for a minute before the transfer bar will appear showing you its progress.

9. If the file is small enough, it can be emailed to the intended recipient. If it's too large for that, you might consider sharing it using Office 365 OneDrive (article linked below).

Importing a Calendar (or other Outlook object)

1. In Outlook, go to File > Open & Export > Import/Export

2. Select Import from another program or file?, and click Next

3. Select Outlook Data File (.pst)?, and click Next

4. Browse for where the file was saved, and click Next

   • Note: There are a few duplicate-handling options here you can select from. Most of the time, the default is preferred.

5. The Outlook Data File should be selected by default, as well as the options to include subfolders and import items into the same folder in: youremail@otc.edu. In most cases, these defaults are preferred. Click Finish

6. The new calendar should show up under My Calendars once the import finishes. Other objects will show up in their respective places (folders in the Inbox, contact groups in the Contacts tab).