Calendar Problems

How to Move Calendar Invites Between Shared Outlook Mailboxes

Amos Gikunda Sep 28, 2026 869 views

Question details

The user needs to transfer calendar invitations from one shared Outlook mailbox to another without losing the ability to edit them.

How to Move Calendar Invites Between Shared Outlook Mailboxes

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Migrating or restructuring shared mailbox calendars.
Observed behavior: Calendar invites need to be safely moved to a new shared mailbox calendar while preserving full organizer and editor capabilities.

Before you start

Ensure that your account has been granted 'Full Access' permissions for both the source and destination shared mailboxes by your Exchange or IT administrator.

Solution 1Recommended

Export and Import Calendar Data using a PST File

The most reliable method to transfer calendar items while maintaining edit capabilities is by exporting the source calendar to an Outlook Data File (.pst) and importing it into the new mailbox.

Using the Outlook desktop application ensures all meeting properties, including organizer details and edit permissions, are packaged into the PST file securely. Simple drag-and-drop methods may strip these permissions.

Open Import/Export Wizard

In the Outlook desktop client, go to the 'File' tab in the top left corner, select 'Open & Export', and click on 'Import/Export'.

Export the Source Calendar

Choose 'Export to a file', select 'Outlook Data File (.pst)', and pick the Calendar folder located under your old shared mailbox. Save this file to an easily accessible location on your computer.

Import into Destination Mailbox

Return to the 'Import/Export' wizard, choose 'Import from another program or file', select 'Outlook Data File (.pst)', and browse for the file you just exported.

Select the Target Calendar

Choose the option to import items into the same folder in the new shared mailbox account. Once the process is finished, open a transferred meeting invite to verify your editing privileges.

Export and Import Calendar Data using a PST File

Permission Check: If you cannot see the shared mailboxes in your Outlook folder list, verify with your IT administrator that your account has been granted Full Access and that Outlook has finished syncing.

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Frequently Asked Questions

Why can't I edit the calendar invites after dragging and dropping them?

If you drag and drop invites instead of exporting to a PST file, Outlook might copy them as standard appointments rather than active meetings, causing you to lose organizer rights. Always use the PST Import/Export method to preserve functionality.

Can I move calendar invites using Outlook on the Web (OWA)?

No, the PST export and import functionality is only available in the Microsoft Outlook desktop application for Windows. Outlook on the Web does not support managing or generating PST files.

Do attendees get an email notification when I move the calendar invite?

Transferring invites via a PST file does not automatically send updates to your attendees. However, if you edit the date, time, or details of the invite from the new calendar and save it, Outlook will prompt you to send an update to the participants.

How do I get 'Full Access' to a shared mailbox?

Full Access permissions cannot be granted from the Outlook client itself. They must be assigned by your organization's Exchange or Microsoft 365 administrator through the Exchange admin center.

Outlook & Email Problems