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applied tips : april 2007
microsoft outlook : rescheduling appointments
So, your office just purchased Microsoft Outlook and they expect you to keep your schedule organized by using the Calendar feature. That's a fair request, but you've always been more of a paper and pen sort of person. Is there a way for you to appease the upper management while also maintaining an organizational style that is a little more fundamental?
Sure there is! Try printing your calendar so that you can write your appointments in by hand, and have the satisfaction of being able to cross off completed days or projects with a pen.
How it works
There are two types of calendars that you might want to print using Microsoft Outlook. You may want to print your personal calendar, complete with all your appointments and meetings, including their details. Bring this calendar when you go on a business trip, so you have a hard copy of your extremely packed schedule.
Some folks like to take the next step toward simplicity by printing out a blank calendar so they can fill everything in by hand. This is a handy way to keep track of your family's activities and events. Simply keep an empty calendar hanging on the refrigerator so that each member of the family can pencil in their respective schedules at their leisure.
Appointments and events galore
Your schedule for the month of April is crazy! You have a business trip to Hawaii the first week of the month, your best friend is getting married the last Saturday of the month, and you and the kids are visiting the in-laws in Vermont over Easter. When you are out of the office, how are you going to keep track of all of these events plus soccer practice for Timmy and Susie's Flute lessons? Outlook makes it simple for you to print a copy of your calendars, plus all of the details for each appointment and event.
In Calendar view, select File > Print from the menu. In the Print style menu, choose the Calendar Details Style. Your calendar will be printed in an itinerary style format. Each appointment and event will be arranged in a list. Next, make sure to specify a start and end date that you want to print. You want to print your April schedule, so select April 1, 2007 from the Start list and April 30, 2007 from the End list.
If you want to change any other print options, such as paper orientation or font, click the Page Setup button and make the appropriate selections. When you are finished and ready to print, click OK.
Starting from a clean slate
If you want to print a blank calendar, you must first create one. In calendar view, select File > Folder > New Folder from the menu. The Create New Folder dialog box appears. In the Name textbox, enter a name for the new folder. Next, select Calendar Items from the Folder Contains list. Finally, choose Calendar from the Select where to place the folder list and click OK. Now you're ready to print!
If necessary, select Go > Folder List from the menu so the Folder List is visible. Click the calendar that you just created.
Changing the Calendar Appearance
To alter the way your calendar is printed, choose File > Page Setup from the menu. A list of Print Styles will appear. Choose the Print Style that best suits your current needs. Go ahead and change any additional formatting in the Page Setup dialog box.
How do you know which print style to choose? Take a look below to familiarize yourself with the Print Style options available to you with Microsoft Outlook:
Daily - Will print one day per page. The default hours are 7 AM to 7 PM. This style includes areas for tasks and notes and is the most detailed print style available.
Weekly - The Weekly style prints one week per page and does not include tasks and notes areas.
Monthly - This style will print a calendar that looks similar to one that you might hang on your wall at home. One month is printed on each page and there are no areas reserved for tasks or notes.
Tri-Fold - This printout will be broken up into three distinct parts. The first displays the hours and appointments for the selected day. The second displays your task list, and the third shows all of the appointments for the selected week.
Calendar Details - Calendar Details style gives you a copy of all the calendar items currently displayed organized in itinerary format. The body of the item if displayed in list format.
When you are finished, click Print. Experiment with each Print Style until you find the one that best suits your schedule, and always check it out in Print Preview first.
Printing specific days
What if you want to print out a calendar for November? Since Outlook prints whatever you see on the screen, view the day, week, or month for the day(s) you want printed out. When you decide print, that's exactly what will be printed. You can test this out with a Print Preview.
From a vacation itinerary to your son or daughter's sports schedule, the possible uses for printed copies of Outlook calendars are endless!
getting too much junk mail?
One of my clients is MX Resources, a reseller of the award-winning Postini junk mail filtering service. If your current spam filter isn't working, visit the MX Resources website and give Matthew a call.
upcoming workshops
Outlook and Inbox Management (Apr 18)
Controlling your inbox can be a daunting task with so many messages coming in. Learn how you can manage, organize, filter, and sort your messages using Outlook’s powerful features. More Information
Outlook: Calendars and Appointments (May 16)
This session covers every detail you’ll need to make the most of the Outlook calendar. Topics range from creating a simple appointment with notes and reminders, to inviting others in your organization to a meeting and how to edit that meeting afterward. You will also learn how to share your calendar with others in your company and how to delegate your calendar to an assistant. More Information
schedule a class on outlook and exchange
Request an on-site Outlook class from Applied Office. Sessions are priced per hour, not per person, and your employees will be able to use all of the features of Outlook like calendar sharing, assigning tasks, forwarding contacts, and managing their inbox! Learn more here.
quick reference card
Get the Quick Reference Card on Microsoft Outlook! Download it for free and print it on your own printer. You might even want to laminate it.