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.
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!