How to recover my MS Outlook calendar and other functions

In Outlook 2019, calendar, contacts, and tasks can exist either as local “This computer only” data or as items stored in the mailbox and synced with the account. When Outlook can no longer access the “general” (mailbox) calendar, To Do list, and contacts, but still shows “This computer only” folders, recovery focuses on restoring or re‑attaching the data file that actually contains those items, or recovering deleted items if they were removed.

Use these steps in classic Outlook (desktop):

1. Check Deleted Items for calendar, contacts, and tasks
   1. In Outlook, open the Deleted Items folder.
   2. Look for deleted calendar items, contacts, or tasks.
   3. If found, move them back:
      • Right‑click the item > Move > choose the appropriate folder (for example, Calendar or Contacts), or use Restore where available.
   4. If the items are not visible there, use the “Recover deleted” option if present in your version:
      • In Deleted Items, select Recover deleted (or similar), choose the items, and select Restore. They will be restored to their original folders or the default Calendar/Contacts/Tasks folders.
2. Verify whether data is local-only vs mailbox
   1. In the folder list, note which folders are labeled (This computer only).
   2. Folders marked (This computer only) are stored in the local Outlook data file and are not synced to the server.
   3. If the “general” calendar/contacts/tasks folders (without that label) are missing or empty, Outlook may be using a new or different profile/data file.
3. Reattach or open the old Outlook data file (.pst) If Windows or Office was recently reinstalled or a new profile was created, the original data file may not be attached:
   1. Close Outlook.
   2. In File Explorer, look in typical locations for Outlook data files:
      • C:\Users\<YourUserName>\Documents\Outlook Files\
      • C:\Users\<YourUserName>\AppData\Local\Microsoft\Outlook\
   3. Find any .pst files (for example, Outlook.pst). These contain mail, calendar, contacts, tasks, and folders.
   4. Copy the .pst file to a safe location such as Documents.
   5. Open Outlook.
   6. Go to File > Open & Export > Open Outlook Data File.
   7. Browse to the copied .pst file and select Open.
   8. A new folder tree will appear in the left pane. Expand it and check Calendar, Contacts, and Tasks to see if the missing items are there.
4. (Optional) Merge recovered data into the current profile If the old .pst contains the calendar, contacts, and tasks that should be used going forward:
   1. In Outlook, select File > Open & Export > Import/Export.
   2. Choose Import from another program or file > Outlook Data File (.pst).
   3. Select the .pst file, choose how to handle duplicates, and select the target mailbox.
   4. Ensure Include subfolders is checked and complete the wizard. This merges the old calendar, contacts, and tasks into the current mailbox folders (the “general” ones).
5. If items were deleted from the mailbox but not from local folders If the “This computer only” folders still contain the correct calendar, contacts, and tasks while the mailbox folders are empty, export from the local folders and re‑import into the mailbox folders:
   1. In Outlook, go to File > Open & Export > Import/Export.
   2. Choose Export to a file > Outlook Data File (.pst).
   3. Select the Calendar (This computer only), Contacts (This computer only), and Tasks (This computer only) folders (export each or the whole data file including subfolders).
   4. Save the .pst file.
   5. Then run Import/Export again and Import from another program or file > Outlook Data File (.pst), targeting the mailbox’s main Calendar, Contacts, and Tasks folders (without the “This computer only” label).
6. If data appears to be missing entirely After checking Deleted Items, recovering deleted items, and opening any existing .pst files:
   • If the calendar, contacts, and tasks still cannot be found, they may not be recoverable from the current system and backups would be required.

If Outlook shows symptoms like missing or inaccessible shared calendars or calendar corruption (for example, meetings disappearing or shared calendars not opening), run the Outlook Calendar diagnostic using Microsoft Support and Recovery Assistant to scan and repair calendar configuration and permissions issues.

1. On the affected computer, open a browser and go to Advanced Diagnostics - Outlook Calendar.
2. Download and run SetupProd_CalCheck.exe.
3. Install Microsoft Support and Recovery Assistant if prompted, accept the terms, and let the calendar scan complete.
4. Review any issues reported and apply the suggested fixes.

This tool focuses on calendar issues (including shared calendars and booking problems) and can help restore normal calendar behavior when configuration or known issues are involved.

References:

• Scan Outlook calendar by using Microsoft Support and Recovery Assistant
• Recover and restore deleted items in Outlook
• How do I recover my old email messages, my contacts and everything else I had in Outlook? - Microsoft Q&A