Calendar Printing Tools

Last reviewed on May 8, 2014   —  16 comments

This is a collection of print tools for the Microsoft Outlook Calendar.

In order to use the Word templates you will need to change macro security in Word’s Tools, Macros, Security… to Medium, then close Word and reopen it. Approve the macro dialog when you load the template. In Word 2007, macro settings are in Office icon (former File menu location), Word Options, Trust Center link on left, Trust Center Settings button on bottom.)

Even though the information on templates state they are for older versions of Outlook, these templates will work with all newer versions of Outlook and Word, including 2003 and 2007.

Tip: The Calendar Printing Assistant adds a menu to the Start menu, not to Outlook's menus. Look for it under Microsoft Office, Microsoft Office Tools.

Note that Outlook 2007 suffers from a printing bug where events which extend into multiple weeks do not print properly. This was fixed by Outlook 2007 SP1. If you can’t or won’t install the updates, use the Calendar Printing Assistant instead.

Another print bug in Outlook 2007 SP2 and earlier: subject lines are truncated. This is addressed by an April 2010 hotfix and included in the July 13 update. However, the end times don't print and the lines break between words. This will be fixed in a cumulative update expected Aug or Sept 2010. See OL2007: Line Wrap in Calendar Printout for more information and screenshots. You can also use the Calendar printing assistant if you need wrapped lines.

See Outlook 2007: Month Calendar Printing for a view bug which also affected printed calendars.

See Printing Calendars with Color Categories if your calendars are not printing in color.

If you are having problems printing duplex calendars correctly in Outlook 2003, see Outlook 2003 Calendar Duplex Printing Bug for more information.

Tools | More Information

Tools in the Spotlight

My Outlook Calendar

Customizable Word template for generating Outlook weekly and monthly calendars. Print any Outlook calendar that you have access to, including calendars from other users' mailboxes and Public Folders. Add color coding by category or by type of item (one-day event, multiple-day event, etc.) Specify time and date formats and the title for the calendar. Slower than Microsoft's Outlook Calendar Template, but it does much more and follows progress in the status bar. See Using and Editing My Outlook Calendar Template for customization tips.

Outcal

Enhanced Word template for printing, viewing and web publishing monthly calendars from Outlook data. Based on Microsoft's Outlook Calendar Template. Includes category-based color-coding, better performance.

WinCalendar

Convert Outlook Calendar to native Excel and Word format for custom printing and editing. WinCalendar is an Addin for both Excel and Word that allows you to easily import Outlook data. Supported layouts include: Filterable Table, Monthly Calendar, Weekly Calendar, Schedule, Gantt Chart and Agenda.

Tools

Blueprint for Outlook

Blueprint provides a suite of useful printing features. Use the Blueprint Quick buttons to perform repetitive or complex printing operations in a single click. Add Headers and Footers including Company Logo and Sensitivity Markings. Automatically print incoming / outgoing messages and attachments. Choose to only autoprint the first page. Choose to include/exclude specific attachment types in print jobs. Add print buttons to a separate Outlook toolbar for extra control. Available in Basic, Professional, and Enterprise versions.

Calendar Printing Assistant for Outlook

The Calendar Printing Assistant allows you to print and customize your calendar information. It includes many often-requested printing options, including multiple calendars in one view and customizations such as fonts, colors and images. It includes ready to use templates. Additional templates are available from Microsoft: Templates for Calendar Printing Assistant For Outlook 2007 and Outlook 2010 (32-bit).

Messageware OWA Print

Messageware OWA Print provides OWA users the ability to see and print their daily/weekly/monthly calendars and schedules, their delegates' schedules, and their contacts in multiple layouts and styles. OWA Print determines the best layout based on the view chosen for printing, including automatic rotation for portrait and landscape output. With OWA Print, OWA Light users are also able to print emails, appointments, calendars, contacts, and meetings, functionality not otherwise available natively.

Outlook Calendar Template

Use the Outlook Calendar Template for Word, then File | Save as HTML. Since the function that builds the calendar from your Outlook appointments is all in VBA, you can potentially customize it to create exactly the type of calendar you want. (HINT: Look at the Insertappointment subroutine.) See More on the Outlook Calendar Template.

Outlook Year View Control

ActiveX control that provides a full year view of Outlook appointments, with different colors for categories. Setup program builds a web page to display the planner view of any calendar folder in Outlook as a folder home page. Includes ASP .NET application for Internet or Intranet use.

Print4OL

Print4OL is a Outlook COM-Addin for printing or showing single (memo style) or multiple (table style, report style, calendar style or label style) items in MS-Word, using Word Templates. Supported on Windows XP/Vista, Outlook and Word XP/2003/2007 with latest Service Pack.

PrintableCal

PrintableCal is an add-in for Microsoft Excel and Word that enables the automated creation of printable calendars from a wide variety of sources, including Microsoft Outlook, Exchange, Google Calendar, Yahoo! Calendar, Toodledo, VueMinder, iCalendar (ics) files/URLs, iCloud, and more. PrintableCal provides many calendar templates in a variety of layouts, such as yearly, monthly, weekly, Gantt chart, and agenda. The templates support word-wrap and can dynamically adjust their size based on the number of events.

Yearly Calendar view for Outlook

VB Code sample for a yearly planner style calendar. It reads your default Outlook calendar and creates a HTML calendar. Supports up to 12 months. Code can be adapted to filter out categories.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

Please post long or more complicated questions at Outlookforums.

16 responses to “Calendar Printing Tools”

  1. Betsy Overturf

    how do i print by category? For example, we have a "deposition" category.......i want a listing of all depsotions from this date forward.

    please advise asap!

  2. Michelle Baker

    We use the Calendar Printing Assistant at work to print multiple calendars on one page - love it. However, we are using multiple Google Calendars which sync with Outlook and then use the printing assistant to print on a single page. On two of our calendars, when there is a multi-day all day event (i.e. all day youth retreat on Sat/Sun) it shows up with an extra day in the Printing Assistant (a Sat/Sun event will show up on Fri/Sat/Sun). It is correct when I look at it on the Google calendars and correct when I look at it on the Outlook calendars, but not when I pull up the printing assistant. Any ideas why this might be happening? I have checked the settings in Google and they are all the same (time zone, etc). I'm stumped! Thanks!

  3. Michelle Baker

    Never mind. We figured out the problem. Those two calendars had been showing the wrong time zones before so we fixed them about a month ago but obviously Google/Outlook/CPA couldn't fix the "legacy" entries. Once I deleted them off of the Google Calendars and re-added them they are showing up correctly in the CPA. Apparently all I had to do was type out the issue to figure out a solution. : )

  4. Nancy

    I have 2 separate iphones. One is mine, the other my spouse. I successfully synced the 2 calendars in Outlook However, when I go to pinrt it, it only prints my calendar and doesn't print the additions from my husbands phone. Yet, his inserts do show on the calendar. What do I need to do.

  5. Pat Belus

    I would like to print a list of all recurring clients with the current year date and time of their appointment. I cannot find anyway to do this. I have tried I think every which way. Tks.

  6. Harley Davis

    Pat,
    Capturing your recurring clients would be difficult as it stands. A workaround would be to create a mailbox similar to resource mailboxes. Have it automatically accept meeting requests, and only add it to your recurring meetings when you set them. Alternately, you can create a category, and mark them, then use a tool to print out only that category. You'd have to know some VBA to capture the categories and use them to test, but it would work. Most of these tools here that use vba have a categories test to add color. If you can rework the VBA to only put in those that match a certain category... ...Like "Recurring"... ...You can then have it only show recurring. Other way is to get the one that lets you colorize from your list of categories (win calendar) and set all the colors to white, except for recurring meetings. Then just make sure you categorize the recent ones. You can start by going through your meetings for the next few months, then make a small change of a letter... ...if it asks to save to all the recurring, you now know it is a recurring meeting. Say yes, undo it by erasing the letter and apply the category. Use win calendar, then go on. If you use msCalendarPrintAssistant, you'll need another calendar set up. That's why I say to use a resource box with auto acceptance. You can then only print out that calendar, and add to it simply by inviting it to your recurring appts.

  7. Vadim

    Hello,
    I have a calendar with events which were made by assistant. She made different categories of events and marked them with colors. Now this assistant has left the company but we need to print this calendar. When I try to print it with standard outlook 2010 tools the name of organizer (old assistants name) is printing in the every event. Is it possible to print calendar without organizer name at the events and leave color schema of all events ? Or we need to create all events from the beginning ?

  8. Ellen

    I'm new to the cloud and my calendar has 5 calendars - outlook calendar, local calendar in icloud, calendar in icloud, calendar 2 in icloud and outlook calendar in icloud? When I try to print, not all my appointments show in the print preview screen? Not sure what all this is about. It doesn't sync all the appointments and changes with my iphone either. Help!!!

  9. Ben Tomjack

    I can't even open "My Outlook Calendar". I get a weird runtime error, hit debug, and it says the operation failed on the line "MY.show " on the auto-open macro.

    I tried the restart macro, and it gives a completely different runtime error but the result is the same.

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