How to Merge Two Gmail Calendars Step by Step (2025 Guide)

Managing multiple Gmail calendars, one for work, one for personal life, maybe even one for a side project, can feel like juggling flaming swords. Events get missed. Meetings overlap. Planning your day becomes a mental puzzle.

And it’s not just you.

Research shows the average worker switches between tasks and apps over 1,200 times per day, resulting in up to two hours lost to context switching.

If you’re struggling with scattered schedules, learning how to merge two Gmail calendars is a small step with a big payoff. This blog will walk you through both manual and automated methods, plus highlight important considerations to keep your calendar clean, organized, and working for you.

Before we get into how to do it, let’s quickly cover why it’s worth doing in the first place.

Why Merging Google Calendars Makes a Big Difference

Merging your calendars isn’t just about convenience. It helps prevent scheduling conflicts, cuts down context switching, and gives you a clearer picture of your time.

1. Fewer Double Bookings

When events live on separate calendars, overlaps are easy to miss. A merged view puts everything in one place so you can plan with confidence.

2. Less Mental Load

Switching between tabs, accounts, or devices adds friction. According to research, context switching can reduce productivity by up to 40%.

3. More Control Over Your Day

A single calendar makes it easier to block time for deep work, handle meetings, and stay on top of both personal and professional commitments.

Now that you understand the value of merging, let’s walk through the step-by-step process for doing it manually using Google Calendar’s built-in export and import features.

Steps to Manually Merge Google Calendars

Whether you’re doing it for the first time or switching to a new workflow, knowing how to merge two Gmail calendars manually can save you from missed meetings and constant context switching.

Let’s walk through the process step by step.

Step 1: Access Google Calendar Settings

• Go to Google Calendar and log into the account with the calendar you want to merge.
• Click the gear icon → Settings.

Step 2: Export Your Calendar Data

• In the left sidebar, select Import & Export.
• Under Export, click Export to download a .zip file.
• Unzip the file, you’ll find one or more .ics files inside (one for each calendar).

Step 3: (Optional) Create a New Calendar for Merged Data

Don’t want to mix work and personal events? Create a new calendar as a destination:

• In the left sidebar, click the + next to “Other calendars”.
• Select Create new calendar.
• Name it something like “Merged Calendar” or “Master View” and save.

Step 4: Import Calendar Data into Destination Account

• Go to the account where your unified calendar will live.
• In Settings, return to Import & Export.
• Under Import, choose the .ics file you unzipped earlier.
• Select the destination calendar (your main calendar or the one you just created).
• Click Import.

You’ll see all events appear in the calendar you selected.

Step 5: Review and Clean Up

After importing:

• Double-check recurring events, some might not carry over perfectly
• Look out for duplicate entries if you’ve synced calendars before
• Make sure time zones match between calendars
• Test sync across your phone and desktop to confirm everything displays correctly

With the technical steps behind you, let’s take a moment to highlight the everyday benefits of having one cohesive calendar.

Benefits of Merging Google Calendars

Merging calendars is about more than convenience, it directly supports better work and well-being.

• Simplifies Scheduling

All your meetings and personal appointments are in one place. No more switching back and forth to compare availability.

• Reduces Double-Booking and Missed Meetings

Fewer surprises. Fewer reschedules. Fewer apologies.

• Saves Time and Energy

Instead of spending time navigating tools, you can spend it doing focused, high-impact work.

• Provides a Big-Picture View of Your Week

Whether planning a busy Monday or protecting a quiet weekend, seeing everything together makes it easier to say no, set boundaries, and plan proactively.

Prefer something more efficient than manual merging? If you’re looking for a long-term, low-effort way to keep calendars in sync, automation is a smart next step.

Automated Solutions for Merging Calendars

If exporting and importing feels like too much work or you need a solution that updates in real-time, automation tools can help.

1. Tools to Consider

Several reliable options let you sync calendars automatically:

• OneCal – Syncs Google and Outlook calendars in real time
• SyncThemCalendars – Lightweight, privacy-friendly syncing
• CalendarBridge – Advanced filters and multi-platform support

2. Key Features to Look For

• Real-Time Syncing: No need to re-import files every time something changes
• Privacy Controls: Choose whether to sync full event details or just “busy” blocks
• Selective Sync: Sync only certain calendars, time blocks, or types of events

3. Set It and Forget It

These tools run in the background, so once you set up the integration, your calendars stay updated without any manual effort. They’re ideal for people managing multiple roles, client schedules, or hybrid work setups.

While merging is helpful, it’s important to know the potential caveats and edge cases before fully committing.

Limitations and Considerations

Before you merge, take a moment to think about long-term implications.

• Compatibility with Other Platforms

Google Calendar plays well with most tools, but if you’re using Apple Calendar, Exchange, or niche platforms, syncing can get tricky.

• Recurring Event Issues

Not all recurring event rules (like “last Friday of the month”) translate perfectly across .ics files. Double-check key meetings post-merge.

• Privacy and Visibility

If you’re syncing work and personal calendars, be sure sensitive info isn’t shared unintentionally, especially when using third-party tools.

While merging calendars helps with scheduling, it doesn’t solve the full picture. To stay truly organized, you need a way to bring tasks, meetings, and priorities into one streamlined system.

Final Thoughts

Merging your Gmail calendars is a smart move toward a more organized day. Whether you do it manually, use a sync tool like OneCal, or take it further with Akiflow, the goal is the same: less friction, more focus.

If your tasks still live across Gmail, Slack, Notion, and Asana, it’s time to bring them into one place.

Akiflow combines your tasks and calendar so you can plan your day, block time, and stay focused without switching apps.

Ready to streamline everything in one view? Try Akiflow and take control of your time.