Calendar Problems

How to Export and Import a Resource Room Calendar in Outlook

Maira Mehtab Oct 8, 2026 868 views

Question details

The user needs to transfer events from an Outlook resource room calendar to a shared mailbox.

How to Export and Import a Resource Room Calendar in Outlook

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Migrating or backing up calendar data by exporting events from a resource room mailbox and importing them into a different shared mailbox.
Observed behavior: The user requires a reliable method to export the room calendar data and seamlessly import it into the target destination using Outlook's built-in tools.

Before you start

Ensure that your Exchange administrator has granted you Full Access permissions to the resource room mailbox, and verify that the mailbox is properly mapped and visible in your Outlook desktop client.

Solution 1Recommended

Export the Room Calendar to a PST File and Import to the Shared Mailbox

Use Outlook's built-in Import/Export wizard to securely transfer calendar items via an Outlook Data File (.pst).

Before beginning the export process, the resource room mailbox must be accessible from your Outlook folder pane. Once the calendar is exported to a PST file, you can utilize the same wizard to import the data directly into the destination shared mailbox.

Access the Import/Export Wizard

Open the Outlook desktop application, click on the 'File' tab in the top left corner, then select 'Open & Export' and click on 'Import/Export'.

Select the Export Option

In the wizard window, select 'Export to a file' from the list of actions and click 'Next'. Choose 'Outlook Data File (.pst)' as the file type and proceed.

Choose the Room Mailbox Calendar

Locate and select the resource room mailbox from the folder list. Ensure that the 'Include subfolders' checkbox is ticked so all associated calendar items are captured, then click 'Next'.

Save the PST File

Click 'Browse' to choose a saving location on your local drive, name the file appropriately, select your preferred duplicate item handling option, and click 'Finish'.

Import into the Destination Mailbox

Navigate back to File > Open & Export > Import/Export. This time, select 'Import from another program or file'. Choose the PST file you just created, and carefully select the shared mailbox as the destination folder to import the calendar items.

Export the Room Calendar to a PST File and Import to the Shared Mailbox

Review Invitations and Permissions: Calendar invitations and specific room booking permissions may not carry over perfectly during a PST data transfer and often require a separate manual review.

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Frequently Asked Questions

Why is the resource room calendar not showing up in my Outlook export list?

You must first be granted Full Access permissions by your IT administrator. Additionally, the room mailbox needs to be mapped or manually added to your Outlook account before it will appear in the Import/Export wizard.

Does exporting a calendar to a PST file delete the original events from the room mailbox?

No, exporting a calendar to an Outlook Data File (.pst) only creates a copy of the data. The original events and appointments will remain completely intact in the resource room mailbox.

Can I import a PST file into Outlook on the web (OWA)?

No, the Import/Export wizard is exclusive to the classic Outlook desktop application. You cannot export or import PST files directly through the Outlook web interface.

Outlook & Email Problems