How to Print a 15 Minute Calendar

Last reviewed on May 8, 2014   —  No comments yet

We’re seeing a lot of questions concerning the apparent inability of Outlook 2007 to print 15 calendars:

“I want to print my calendars out with 15 min increments. Default is 30 min increments. Can someone tell me how to change this. I could do it in outlook 2003, but 2007 is not allowing this.”

This is due to a change between older versions and Outlook 2007, caused by the use of a wider rule in Outlook 2007. If all of your appointments are in Outlook you may not appreciate the wider rule; anyone who “pencils in” appointments or adds handwritten notes will appreciate the extra space.

Unfortunately the cost for this extra space comes from the number of hours you can include in a printout at each time interval. If you’re used to printing 12 hours at 15 minute intervals, you’ll need to reduce the hours printed to no more than 8 1/2 hours. For 10 minute appointments include no more than 5 1/2 hours, 3 1/2 hours for 6 minute spans, and 2 1/2 hours for a 5 minute interval.

Page Setup dialog

As always, what you see on the screen plays a part in what print options are available. If you need a 15 minute printout, you’ll need to set the calendar to 15 min increments (or smaller) before printing. Choose the hours to include in the printed copy in Page Setup before printing.

Appointment ScaleInclude no more than:
15 minutes8 1/2 hours
10 minutes5 1/2 hours
6 minutes3 1/2 hours
5 minutes2 1/2 hours

Note that this is not a completely new behavior – older versions of Outlook also use the number of hours in the printout to determine the time interval used in the print out, however because the time periods are much narrower in older versions, they include more hours. The tools listed below offer additional calendar printing capabilities.

Tools | More Information

Tips:

  • If you need to print a full day you’ll need to print twice – one for morning, one for afternoon and set your printer to print 2 pages per sheet to save paper. (Print to PDF then merge and print the PDF’s to paper.) You can also use longer paper – 11×14 will include at least 9 AM to 5 PM at 10 minute intervals.
  • Outlook has an option to print on half paper but this option will not help in this situation. Use the printer’s option to print 2 pages per sheet.

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.

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