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How to Combine SharePoint Lists into a Calendar with Conditional Formatting

Bushra Parveen Oct 10, 2026 870 views

Question details

The user needs to combine date fields and project information from SharePoint lists hosted on two different sites into a single calendar view, complete with conditional formatting based on project ownership.

How to Combine SharePoint Lists into a Calendar with Conditional Formatting

Product: SharePoint Online
Device & OS: not provided
Scenario: Consolidating cross-site project schedules and tasks into a unified, color-coded calendar view for better management.
Observed behavior: SharePoint Online does not natively support merging lists from different sites into a single calendar with custom conditional formatting out of the box.

Before you start

Ensure you have the appropriate permissions to view and edit lists on both source SharePoint sites, and verify that your Microsoft 365 subscription includes access to Power Automate and Power Apps.

Solution 1Recommended

Use Power Automate and Power Apps to Sync and Format Data

Since native SharePoint does not support cross-site calendar merging, you can use a Power Automate flow to consolidate data into a single destination list and apply formatting via Power Apps.

This workaround relies on the Microsoft Power Platform. By automating the data sync process, any updates made in your two separate site lists will automatically reflect in a central master list, which can then be formatted as a unified calendar.

Create a Central Destination List

On a central SharePoint site, create a new list or calendar that includes columns matching the data from your source lists (e.g., Date, Project Information, Project Ownership).

Build a Power Automate Sync Flow

Open Power Automate and create an automated cloud flow. Set the trigger to 'When an item is created or modified' for each of your source SharePoint lists.

Map Data to the Destination Calendar

Add actions to your flow to 'Create item' or 'Update item' in the central destination list, mapping the source fields (dates and ownership) to the destination columns.

Apply Conditional Formatting

In your destination list, use Power Apps or SharePoint's native JSON column formatting to apply color codes based on the 'Project Ownership' field values.

Use Power Automate and Power Apps to Sync and Format Data

Community Support: For specific flow expressions and JSON formatting templates, it is highly recommended to seek detailed technical guidance in the official Power Automate or Power Apps communities.

Free Microsoft Office alternative

Looking for a Lightweight Alternative for Project Management?

If setting up complex cross-site SharePoint workflows is too time-consuming, WPS Office provides a free, lightweight, and highly compatible alternative for everyday spreadsheet tracking, document management, and presentations.

1. Download and Install WPS Office: Visit the official WPS Office website and download the free software suite for your operating system.
2. Create a Project Tracker: Launch WPS Spreadsheet and create a new project tracking sheet consolidating your dates, tasks, and ownership data.
3. Apply Conditional Formatting: Highlight your data range, navigate to the Home tab, select 'Conditional Formatting', and set up custom rules to color-code rows based on project ownership.

Highly compatible with Microsoft Excel, Word, and PowerPoint formats (.xlsx, .docx, .pptx).Manage project tracking data efficiently with lightweight spreadsheet tools.Easily apply conditional formatting in WPS Spreadsheet without complex coding.Completely free basic version with a familiar, easy-to-navigate user interface.All-in-one suite that installs quickly and runs smoothly on multiple devices.

microsoft office alternative - wps office

Frequently Asked Questions

Can I merge SharePoint lists from different sites using out-of-the-box features?

No, SharePoint Online does not natively support merging or syncing date fields from lists located on entirely different sites into a single calendar view without using third-party tools or the Microsoft Power Platform.

How do I request this feature from Microsoft?

You can submit your ideas and feature requests directly through the official Microsoft SharePoint Feedback Portal. The product team regularly reviews these suggestions for future updates.

Can JSON formatting pull data from another SharePoint site?

No, JSON column and view formatting in SharePoint is strictly used to customize the display of data already existing within that specific list. It cannot query, pull, or combine data from lists on different SharePoint sites.

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