(10 votes, average: 5.70 out of 6)
Loading ...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.
- 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!
October 31st, 2008 at 5:41 pm
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
November 25th, 2008 at 2:18 am
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.
December 16th, 2008 at 9:22 am
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!!!
December 17th, 2008 at 6:15 am
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
December 30th, 2008 at 12:01 am
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!!!
January 7th, 2009 at 11:09 am
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!!
January 7th, 2009 at 12:04 pm
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.
March 24th, 2009 at 4:46 pm
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??
April 6th, 2009 at 6:11 pm
I keep getting double appointments on one of my calendars. What's up??
August 10th, 2009 at 7:44 pm
I have the same issue. Anyone found a way around this yet?
December 4th, 2009 at 6:47 pm
great. thanks for the information!
January 15th, 2010 at 11:06 am
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.
February 12th, 2010 at 2:25 pm
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?
March 31st, 2010 at 9:50 pm
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.
May 4th, 2010 at 8:26 pm
Hi… I'm also looking to get a calendar view beyond 4pm… did you get a response to your question?
May 4th, 2010 at 8:26 pm
Hi… I'm also looking to get a calendar view beyond 4pm… did you get a response to your question?
May 4th, 2010 at 8:26 pm
Hi… I'm also looking to get a calendar view beyond 4pm… did you get a response to your question?
May 15th, 2010 at 12:23 am
perfect – it worked beautifully, but i cannot print the message says : the printer is connected and works for all other documents
May 15th, 2010 at 12:25 am
oops, forgot to put the message in
windows cannot print due to: printer being offline. ..
July 19th, 2010 at 2:16 pm
What about those of us who cannot download add-ins at work/exchange server?
October 17th, 2010 at 3:59 pm
Has anyone been able to figure out how to extend the times beyond 8-4?
October 21st, 2010 at 4:08 pm
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 …
October 22nd, 2010 at 6:30 am
Help, I still work with the 2003 version. Can anybody tell me how to print multiple calendars side to side then.
December 5th, 2010 at 5:35 am
I can print calendars, even multiple ones. But they don't show the all day appointments. Is there a way to do that?
January 17th, 2011 at 11:32 pm
any day-template that is able to do more than 5 columns????
January 19th, 2011 at 1:51 am
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?
February 11th, 2011 at 7:53 am
The Calendar Printing Assistant does not function with MS Office 2010 and Windows 7…any other suggestions?
February 11th, 2011 at 11:08 am
The issue that you are running into is that the updated Calendar Print Assistant for Outlook released 7/1/2010 does not support Office 2010 64-Bit. If you need to use the Calendar Print Assistant with Outlook 2010 please uninstall the 64-Bit version of Office and install the Office 2010 32-Bit version.
http://social.answers.microsof.....US/…
March 21st, 2011 at 2:28 pm
Hiya – anyone know how to print ONLY the work week? I have 6 calendars to print and need the space.
June 28th, 2011 at 11:26 am
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
August 29th, 2011 at 5:35 pm
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?
August 30th, 2011 at 7:17 am
Perfect, just what i need.
Thanks
September 7th, 2011 at 11:27 pm
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September 16th, 2011 at 5:40 pm
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October 22nd, 2011 at 12:35 pm
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.
October 23rd, 2011 at 1:22 am
Did you solve this problem as my printer is doing the same!
November 1st, 2011 at 11:03 pm
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.
November 22nd, 2011 at 12:11 pm
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?
December 11th, 2011 at 9:09 am
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.
December 14th, 2011 at 12:49 pm
I would like to select multiple calendar items and print them on one page.
January 17th, 2012 at 6:44 am
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.