How To Print Multiple Outlook Calendars And Tasks In Overlay Mode

A recent posting entitled “Viewing and Working With Multiple Calendars” has brought up the following question:

When I am using Microsoft Outlook can I print what I see in overlay mode?

The answer? YES! It’s a little tricky at first but I have full faith and confidence in your ability. Ready?

Microsoft has a free program called the Calendar Printing Assistant. With it you can print out your calendars and tasks in all the layouts and designs you have been wishing you could for years. You just didn’t know it existed before!

The Calendar Printing Assistant for Office Outlook 2007 is an application for people who need an easy way to print and customize their Outlook 2007 calendar information. It puts you in control of the tools you need and helps you plan and create designer-quality output.

  1. Download it from Here and try to install it (Close Outlook first)

You may get a message that you need version 3 of the Microsoft .NET framework. It was initially released 11/21/2006 so you may or may not have it installed already.

2. If you need the .Net 3.0 program download it here, install it and then install the Calendar Printing Assistant again.

Ok, so you have your .NET 3.0 software up-to-date and you have installed Microsoft’s Calendar Printing Assistant.

You are not going to use Outlook to print the calendars that are in overaly mode, you are going ot use the Calendar Printing Assistant program.

Look in Start -> Programs -> Microsoft Office -> Microsoft Office Tools -> Calendar Printing Assistant

Fire up the program! (You can also pin it to your start menu or drag it to your desktop so you can have faster access to it.)

You will see something like this:

Keep in mind that you cannot edit appointments here, you are just playing with printing options.

You should see your Outlook Calendar, and on the right hand side a list of template styles to choose from.

Select the dropdown and change it from View Templates to Calendars and Tasks. Now you will see all of your calendars from Outlook and all of the sharted calendars ytou have access to!

Clicking on a persons name will activate their calendar and add it to yours in overlay mode. To remove someone simply right click on their name or click the drop-down and choose Remove From Calendar.

Take a look at the left side of the program. You can easily modify the colors and symbols associated with the calendars you have selected by mousing over a name and clicking the drop-down button that appears.

And that’s where I am going to leave you! As always, poke around the program. There aren’t a lot of settings but it is very flexible. You should be able to master it fairly quickly. Stuck? Leave a comment and someone will be sure to get back to you!

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60 Responses to How To Print Multiple Outlook Calendars And Tasks In Overlay Mode

  1. DAVID says:

    It looks a good utility but the text size of the calendar items are very small and I have not found away to chnage this. I chenged the minimum font size in the application settings but it didn’t have any effect

  2. elaine says:

    Thanks! I found a way to print my calendar and my 3 sons weekly routine side by side on a one-page per day format. This is useful for a homeschooling family like us.

  3. Andi says:

    Hi! Maybe I am just missing something that is glaringly obvious…but, I can't seem to figure out how to get the 3 calendars that I need to print on one page. I've followed the instructions to select each calendar, then, I don't know how to set it up for them to print on one page. When I print them, they still print one per page. HELP!!!

    • dancurranjr says:

      I fired up the Calendar Assistant, on the right hand side went to CALENDARS AND TASKS, PEOPLES CALENDARS. Click on the names you want and they appear on the left hand side under Calendars and Tasks (with their associated icons)

      Jumped back over to the right and went to VIEW TEMPLATES from the dropdown. Randomly chose DAY WITH WEEK – it shows up in the center and I see all three calendars and tasks.

      A quick FILE -> PRINT – worked like a charm

  4. Andi Fehl says:

    Thanks for that! I had to select the view Day with columns to see the individual calendars side-by-side on one sheet. NEXT QUESTION: All of the appointments from the calendar in Outlook are not showing up on the calendar in the wizard. Do I have to adjust something to import all of the appointments? THANKS!!!

    • dancurranjr says:

      Might have to wait a few seconds after:
      Clicking on a persons name will activate their calendar and add it to yours in overlay mode. To remove someone simply right click on their name or click the drop-down and choose Remove From Calendar.

      Take a look at the left side of the program. You can easily modify the colors and symbols associated with the calendars you have selected by mousing over a name and clicking the drop-down button that appears.

  5. Eric says:

    Do you know if there is there anyway to expand the multi-day sections of the templates? I want to print from 3 calendars all of which have mostly multi-day events, most of the templates only support 3-4 multi-day event per page where I probably need 8-10. THX!!

  6. michele says:

    This program won't let me print. Gives me an error message"windows can not print due to a problem with the current printer setup"
    Every other program (including outlook) prints just fine. Anyone have a solution??

  7. vicki says:

    I keep getting double appointments on one of my calendars. What's up??

  8. Lizard Breath says:

    great. thanks for the information!

  9. VeraB says:

    It is a great tool to have an overview of multiple calendars!
    The only problem is that I can't seem to find how to adjust the time range. It is automatically set from 8am until 4pm, but I would prefer a calendar until 10pm like you can opt in outlook itself.

    • Selim says:

      Hi… I'm also looking to get a calendar view beyond 4pm… did you get a response to your question?

      • Daniel says:

        I haven't found a way to manually change it. Only workaround is to select "Full Day Letter" or "Long Day". Both of these options show from Midnight to 11:30PM

    • Selim says:

      Hi… I'm also looking to get a calendar view beyond 4pm… did you get a response to your question?

    • Selim says:

      Hi… I'm also looking to get a calendar view beyond 4pm… did you get a response to your question?

  10. seg says:

    Is there an option allowing overlay calendars to be condensed in size to ensure all information is printed within a one day month cell allowing for a single calendar to be printed?

  11. Laura says:

    I have another Outlook printing questions. Can you customize the default print styles when printing your calendar or tasks? Under tasks you can create new columns, but can not print them or the information — only allows you to use the standard print styles.

  12. anna says:

    perfect – it worked beautifully, but i cannot print the message says : the printer is connected and works for all other documents

  13. anna says:

    oops, forgot to put the message in
    windows cannot print due to: printer being offline. ..

  14. Machelle says:

    What about those of us who cannot download add-ins at work/exchange server?

  15. Chris says:

    Has anyone been able to figure out how to extend the times beyond 8-4?

    • MJ Russell says:

      Yes, try different templates on the right side template bar – the ones that say "long day" or other versions do extend into the evening — at least until 7pm. Don't know that I've used any that are modifiable, but …

      • Aliza Gevirtz, Community Engagement Manager at CEAP says:

        I needed to use the long day too, but I don’t want the task side – I need it to use the whole page for just the calendar. I do not have the “task” checked. Any other clues on how to do this?

  16. kelly says:

    Help, I still work with the 2003 version. Can anybody tell me how to print multiple calendars side to side then.

  17. NLP says:

    I can print calendars, even multiple ones. But they don't show the all day appointments. Is there a way to do that?

  18. ILKILP says:

    any day-template that is able to do more than 5 columns????

  19. Eric says:

    when you have more than three calendars, your calendars now end up in two pages when you print. Anyone know how to get all your calendars in one page rather than two of three?

    • Tammy says:

      I had the same issue and I gave an appointment time to a recurring “all-day” appointment. That moved it from the top under the “day” column and placed it in a time slot. That allowed more recurring items to be printed under the “day” and eliminating the need for the second page. Check and see what items are printing ONLY on the second page. Make room for those items and you should shrink down to only one page. Worked for me!

  20. srmdisney says:

    The Calendar Printing Assistant does not function with MS Office 2010 and Windows 7…any other suggestions?

  21. Richelle says:

    Hiya – anyone know how to print ONLY the work week? I have 6 calendars to print and need the space.

  22. I just started with Outlook 2007, there are many calanders I used my family to use a computer, and a side. When trying to use Calander assistance program, calanders are shown, but when you want to print it brings up all events I was in a Calander month, and spans 40 pages. I lost it?

  23. Twotm says:

    Perfect, just what i need.
    Thanks

  24. Thank you for sharing with us. The content is very good and helpful for me, I learn and know more about it.

  25. Read your article, I learned a lot before of the knowledge acquired, thank you
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  26. Robin says:

    So I categorize my appointments by color in my Outlook Calendar. Is there a way to get those colors printed while using this assistant, the same way they do when I print directly from inside of outlook? I also want to be able to print multiple calendars in overlay mode. I'm printing in monthly mode, in case that makes a difference.

  27. Kevin says:

    It's a great solution given the shortcoimngs of Outlook. Can we print 2 months to a page – the templates aren't very user friendly and I haven't found a way of doing this yet.

  28. Angela says:

    I am trying to print longer than an 8am to 5pm workday calendar in the Printing Assistant. Is there a way to get a 9am – 7pm view?

  29. gary andrew says:

    Didn't work from the point of "You will see something like this:" I'll probably go the long route and print each of 3 calendars separately, although that defeats the purpose of viewing multiple appointments on one calender. Ah, computing.

  30. Nancy says:

    I would like to select multiple calendar items and print them on one page.

  31. ddakd says:

    i dowloaded it, i tried to download the net 3 but it told me my computer had a new version. when i tried to open it i get an error message Message: Calendar Printing Assistant has encountered a problem and needs to close. We are sorry for the inconvenience.

  32. MDJ says:

    Hi there, My boss would like to see the complete staff annual leave on a single page. I'm trying to get the CPAO to print the yearly calendar in one page but it prints some appointments in the second page. Is there any way I could get them printed all together in one page? Thanks for the help in advance.

  33. Kathy says:

    Followed your great instructions right up until "And that's where I'm going to leave you!"

    When you go to file to print the multiple overlay calendars in the printing assistant, the print option is grayed out?

  34. Dar says:

    Can't seem to print to my network printer. I downloaded the latest drivers and it still won't print. Everything else prints fine except for this program. Help!

  35. It was initially released 11/21/2006 so you may or may not have it installed already.

  36. Select the dropdown and change it from View Templates to Calendars and Tasks.

  37. NJD says:

    This does not work in Office 2010 64 bit edition, so until someone at Microsoft develops it (and I have been asking for years now with no positive outcome)

  38. Lewis Pips says:

    I too am unable to print on my network printer :(

  39. Joël VELON says:

    Than you for this page. It's also very useful for me.

  40. tebrin says:

    Has anyone attempted to use and had any success with this Calendar Assistant with Outlook 2010/Windows 8? I've tried to load it but get an error upon launching the program. Here are the "files that help describe the problem:
    C:UsersxxxAppDataLocalTempCVRF64E.tmp.cvr
    C:UsersxxxAppDataLocalTempWER107E.tmp.appcompat.txt
    C:UsersxxxAppDataLocalTempWER10FC.tmp.hdmp
    C:UsersxxxAppDataLocalTempWER1236.tmp.reg.txt

  41. Brenda says:

    can you add the legend to the calendar?

  42. Help! says:

    There a just a couple of events printing on another calendar. I can't figure out why. One is a recurring entry that picked a week and dropped it down to another calendar

  43. Exasperated says:

    CPAO does not work with Office 2010 64-bit. If anyone has a workaround, I have been looking for one for years with no success. We need to print 15 people's calendars on three sheets of paper for a weekly log. CPAO will do this, but Microsoft refuses to distribute a version for Office 2010 64-bit and I find it incredible that a purchase of Office 2010 32-bit has been Microsoft's only suggestion. For a small business with limited funds, this is an arrogant stance. I digress, but I wonder if anyone has found a better way than CPAO for what we need.

  44. unknown says:

    is there a way for the calendar to show more time (only showing 8-4).

  45. Donna says:

    The calendars are blank, the time blocks are showing up but nothing is written in them. Everything is correct in the calendars in Outlook 2007, but they show up blank when using the Calendar Assistant Printing program. Any suggestions?

  46. Outlook Overlay says:

    I downloaded the Microsoft Calendar Print Assistant but can't seem to get my outlook calendars to show up. I clicked on Insert / calendars & tasks but nothing happens. Any suggestions?

  47. MC says:

    I cannot seem to see all of my outlook calendars as options. How do I get them to populate under My Calendars and Tasks?

    Thanks!

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