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How to add an appointment to two/multiple calendars in Outlook?

Author: Kelly Last Modified: 2020-05-26

In general, a new appointment will be saved into the currently opening calendar in Outlook. But now, you want to save an appointment into your own calendar and the public calendar, any ideas? This article will introduce two solutions to add an appointment into two or multiple calendars easily.

Add an appointment to two calendars with Copy to My Calendar feature

If you are going to add an appointment into the default calendar and another non-default calendar, you can apply the Copy to My Calendar feature to achieve it easily.

1. In the Calendar view, open the non-default calendar which you will add the appointment to, and click Home > New Appointment to create a new appointment.

2. Now the Appointment window opens. Compose the appointment as you need, and save the appointment with pressing Ctrl + S keys simultaneously (or clicking the Save button on the Quick Access Toolbar).

3. Go ahead to click Appointment > Copy to My Calendar.

And now the new appointment has been added into the currently opening calendar and the default calendar. See screenshot:

Note: If you have created the appointment in the non-default calendar already, please double click to open it, and then click Appointment > Copy to My Calendar to add it to the default calendar.

Automatically forward every email to the specified recipient in Outlook

Generally speaking, we can set a rule to automatically forward emails to the specified recipients, such as your another email account, your Gmail, or your colleagues, etc. But, all we know it will take a long time to configure a custom rule in Outlook. Now, we introduce Kutools for Outlook's (Automatic) Forward feature, which can set a auto forwarding rule with several clicks only.

auto forward emails

Add an appointment to two/multiple calendars with hotkeys

If you want to add an appointment to two or multiple non-default calendars, you can get it done with the help of Ctrl key.

1. In the Calendar view, create a new appointment, save and close it, or click to select an existing appointment.

2. Holding the Ctrl key, drag and drop the selected appointment until the destination calendar is highlighted on the Navigation pane. See screenshot:

Now the appointment has been copied to the destination calendar already as below screenshot shown.

3. Repeat above Step 2 to copy the appointment to other calendars as you need.

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Comments (8)
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This comment was minimized by the moderator on the site
I tried dragging it and it just deleted the entry. I also don't have this copy to calendar feature.
This comment was minimized by the moderator on the site
Hi there, did you hold the Ctrl key when you drag-and-drop the appointment?

This comment was minimized by the moderator on the site
I have a private and work email set up on Desktop Outlook 2019. In my current situation I get a calendar invite for i.e. a work meeting from colleagues and when I accept the appointment will automatically be placed in my calendar of my private email address. I feel I have no control over it....Is it possible to have one calendar set up for the private email and the other one for work appointment.Many thanks. CT
This comment was minimized by the moderator on the site
Can I have an event that is only in one calendar (it's confidential so I can't just copy it over into another calendar that is accessed by other people), but it affects the availability in the other calendar? E.g. I am in a meeting from 12noon until 5pm. But I don't want that event in the other calendar. I just want that time slot to be blocked out in the other calendar. Fingers crossed this is possible......
This comment was minimized by the moderator on the site
Problem I'm having, as a PA, previous versions I would drag and drop into calendars, but if the owner of the copied appointment forward to others, the responses go to the originating calendar, which is clearly unhelpful for the person sending, say, your boss. Is there a solution to this, other than creating new appointments every time?
This comment was minimized by the moderator on the site
Is there a way to make edits in one calendar flow to the shared calendar? Is this something Kutools can possibly help with?
This comment was minimized by the moderator on the site
Does Kutools have a feature for adding a calendar entry to two or more calendars in Office 365? If not, is there another way to do that in Office 365? It appears that the Copy to My Calendar feature does not exist in O365.
This comment was minimized by the moderator on the site
The ctrl and drag process works fine in Office 365. I just tried it for the 1st time and it worked. Believe me, I'll be using that feature a lot in the future.
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