Converting Your Calendar Outlook, Google, Apple

Converting Your Calendar Outlook, Google, Apple

Migrating Your Calendar: A Dreaded Task Made Easy


I’ve always prided myself on being an organized person, with a spotless digital calendar. For years, I’ve been a loyal user of Google Calendar, relying on its color-coded system to keep track of my classes, work, assignments, parties, and every other demand on my time. In fact, I’m the girl who will send you a Google Calendar invite if you invite me out to lunch. However, recently I found myself in a predicament – it was time to migrate my entire Google Calendar to a new app. Cue the anxiety. But fear not! I’ve done the research and testing, and figured out the easiest ways to transfer your calendar across different services, including Google Calendar, Apple Calendar, and Microsoft Outlook. So, whether you’re an Apple enthusiast, a Google Calendar fanatic, or a die-hard Microsoft Outlook fan, there’s a way to migrate your calendars between each service.

Getting Ready to Migrate: What You Need to Know

The simplest way to migrate your entire calendar between services is to export your calendar from the current service, download it as an .ics or .csv file, and then import that file into the new calendar service. This ensures that you don’t lose any events in the process and have your entire calendar history, as well as future events, available on the new service.

However, there are a few things to keep in mind before you start migrating. Firstly, for Outlook, Apple Calendar, and Google Calendar, you can only export and import using a desktop or laptop. The apps on your phone or tablet won’t do the trick. And here’s a sad note for Mac users – you won’t be able to export an Outlook calendar from a Mac device. It’s a functionality that’s yet to be available, causing frustration for loyal Apple users like myself. But let’s not dwell on the negative, there are solutions!

So, let’s dive into the step-by-step process of downloading and exporting calendars from different services, and then importing them to the new one.

Exporting Your Google Calendar

To export your Google Calendar, follow these steps:

  1. Open Google Calendar on your desktop.
  2. Navigate to the left-hand side menu and find ‘My calendars.’
  3. Click the three dots next to the Google Calendar you want to export.
  4. Select ‘Settings and sharing.’
  5. Click ‘Import & export.’
  6. Choose ‘Export.’ This will download your calendar as an .ics file in a ZIP drive.
  7. Open the ZIP drive and move the .ics file to a location on your computer where you can easily find it.

Exporting Your Apple Calendar

If you’re an Apple user, here’s how you can export your calendar:

  1. Open Calendar on your Mac.
  2. Check the calendar you want to migrate and uncheck the rest.
  3. Click ‘File > Export > Export…’
  4. Name the file and save it somewhere easily accessible on your computer.
  5. Click ‘Export.’

Exporting Your Outlook Calendar on Windows

To export your Outlook calendar on Windows, follow these steps:

  1. Open Outlook.
  2. Click ‘File.’
  3. Choose ‘Open & Export.’
  4. Select ‘Import/Export’ and click ‘Export to a file.’
  5. Choose ‘Comma Separated Values (CSV)’ as the format type, which will download it as an Excel sheet. Then click ‘Next.’
  6. Select ‘Calendar’ from the options on the ‘Select folder to export’ screen. Then click ‘Next.’
  7. Click ‘Browse’ to choose where you want to save the downloaded file and name it. Then click ‘OK.’
  8. Click ‘Next’ and confirm your export. It should say something like “Export ‘Appointments’ from folder: Calendar.”
  9. Finally, click ‘Finish.’

It’s worth mentioning that if the Outlook calendar you’re trying to download is controlled by a larger organization, like your workplace or university, there may be some limitations that make it harder or even impossible to download your calendar. In such cases, reaching out to your IT administrator for troubleshooting would be helpful.

Importing Your Calendar to Google

Now that you have your exported calendar file, it’s time to import it to Google Calendar. Here’s how:

  1. Open Google Calendar on your desktop.
  2. Navigate to the left-hand side menu and find ‘Other calendars.’
  3. Click the plus sign next to Other calendars.
  4. Select ‘Import’ and upload the file you previously downloaded and saved.
  5. Use the drop-down arrow to choose where you want to save the new calendar. Note that you might only be able to select your main calendar.
  6. Click ‘Open.’
  7. Finally, click ‘Import.’

Importing Your Calendar to Apple

To import your calendar to Apple, follow these steps:

  1. Open Calendar on your Mac and go to ‘File > Import…’
  2. Select and import the downloaded file.
  3. Choose where you want this calendar to go – ‘Home,’ ‘Calendar,’ ‘Work,’ or your existing custom calendars. You can even create a new calendar.
  4. Click ‘Import.’

Keep in mind that if you want your new Apple calendar to appear across your devices, you’ll need to enable iCloud sharing for Calendar. To do this, go to your device’s Settings > iCloud Account > Calendar, and toggle it on. Make sure to check that the imported calendar is saved on iCloud on both your Mac and iPhone. On a Mac, ensure the new calendar is listed under iCloud on the left-side menu. On an iPhone, tap ‘Calendars’ at the bottom of the screen and verify that the new calendar is listed under iCloud. If it’s not there, try reimporting after turning on iCloud backup for Calendar.

Importing Your Calendar to Microsoft Outlook

To import your calendar to Microsoft Outlook, follow these steps:

  1. Open Microsoft Outlook and click on the calendar tab.
  2. Navigate to the left-hand side menu and open the sidebar.
  3. Click ‘Add Calendar’ and select ‘Import ICS…’
  4. Browse and select the downloaded file.
  5. Click ‘Import.’
  6. You can either view your new calendar or close the window.

If you want to save your imported calendar as a new calendar, separate from your existing one, you can easily do that by creating a new folder. However, it’s important to note that you must create the new folder before importing your old calendar file. Here’s how:

  1. Find your email address under ‘My Calendars’ in the left-side menu.
  2. Click the three dots next to it.
  3. Create a new folder and name it.
  4. Follow the steps mentioned earlier (2-4) to prepare for importing.
  5. Before clicking ‘Import,’ use the drop-down arrow next to your email address and select the new folder. This will save the imported calendar in that folder.
  6. Finally, click ‘Import.’

By creating a new folder, you separate the imported calendar from your existing one, making it easy to isolate and view events from that calendar.

With these step-by-step instructions, migrating your calendar doesn’t have to be a dreaded task anymore. Whether you’re switching between Google Calendar, Apple Calendar, or Microsoft Outlook, transferring your entire calendar is now easier than ever. So, go ahead and explore the world of calendars with confidence!