How to Print, Share, and Email Calendars in Microsoft Outlook 2007

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Printing from the Calendar

You can print an appointment or print a specific view. Outlook offers a diversity of print styles for printing a calendar by day, week, month or year. Outlook print options allow you to setup the page and define styles. You can preview the printout before printing. Print styles cover font style, size, layout and custom fields.

To print a a Calendar item, select it. Select the Printer icon from the Standard toolbar, click Print from the New menu or use the Ctrl+P shortcut to open the Print window to select the print options, change the style, or do a print preview.

Click the Define Styles from the Print window to copy or customize any of the styles. You can modify day arrangement, layout, font styles, header/footer settings, and paper setup.

Need to print a blank calendar for writing in while away from the computer? These steps print a blank calendar:

  1. Click New from the File menu and select Folder.
  2. Enter a name for the Folder in the Create New Folder window.
  3. Select Calendar Items from the Folder contains list.
  4. Click the check box next to the new calendar you created in the Navigation Pane under My Calendars.
  5. Click Print from the File menu.
  6. Select the name of the new calendar under Print this calendar.

Sharing Calendars

Friends, colleagues and family can view a Calendar item that you e-mail to them whether they use Exchange or an application other than Outlook. Everyone can also share calendars through the Internet. Internet Calendars tend to use the iCalendar format with an .ics file name extension. iCalendar allows people to share calendars with users who may use a different application for managing calendars and e-mails.

The following steps send a calendar by e-mail:

  1. Select Send a Calendar via E-mail from the Navigation Pane to get the options.
  2. Specify which calendar to send, if you have more than one.
  3. Select the Date Range.
  4. Indicate the level of detail to show.
  5. Click Show to view Advanced options.
  6. Set the remaining options and click OK.
  7. Enter a name or e-mail address in the To box.
  8. Click Send.

Private items won’t appear unless you specify otherwise as the option appears under Advanced.

Forward a Calendar

You can forward a Calendar item two ways: standard for Outlook users and as an iCalendar item for those not using Outlook or you don’t know what the recipients use.

To forward a Calendar item, follow these steps:

  1. Open the appointment, meeting, or event.
  2. Click the arrow beside Forward in the Actions group, which opens a new message.
  3. Enter a name or e-mail address in the To box.
  4. Modify any other options as needed.
  5. Click Send.

Note the “Search Calendars Online” link in the Navigation Pane. Click the link to go to Microsoft’s Outlook 2007 Internet Calendars Web site where you can find and download free calendars. The Web site also explains how to view and subscribe to Internet calendars.

This post is part of the series: Working with Calendar in Outlook 2007

Manage tasks, meetings, appointments, and events with Calendar in Outlook 2007.

  1. Manage Your Calendar in Outlook 2007
  2. Add Appointments and Tasks to Calendar in Outlook 2007
  3. Working with Outlook Calendar Items
  4. Print and Share Outlook 2007 Calendar
  5. Working with Meeting Requests in Outlook 2007