Printing Outlook Items
Printing items in Outlook can be pretty straight forward. There are times when user need something printed that isn't so intuitive.The Computing Tip this week covers printing portions of a mail message, calendars, and contact phone lists. Remember, if you have ideas for the Computing Tip of the Week,please send them to Pat Fellows.
Printing Mail Messages
When printing a mail message usually we just select the item and click on File>Print. This prints the whole message. What if you only need the first page of the message? That option isn't available when using the File>Print method.
To print a specific page of a mail message do the following:
- Open the message (viewing in the Preview Pane won't work)
- Click on Edit>Edit Message
- Click on File>Print in the open message
- The Print dialog box now give the user the option to select the pages to print in the Page Range area of the dialog box. See below.
- In this view, users can print the whole message or specific pages.
- To determine which page to print, close the message, and click on File>Print Preview. If you get a message that Print preview is not available for HTML formatted items, open the message, select Edit>Edit Message and then Format>Rich Text or Plain Text. Plain text will remove all formatting, so Rich Text is probably the best option. Now the message can be Print Previewed to determine which pages to print.
Printing a Calendar
In the Calendar Folder, selecting File>Print brings up the print dialog box for printing different views of a calendar. Options include Daily Style, Weekly Style, Monthly Style, Trifold Style, and Calendar Details Style. The Print Range which sets the start and end date for the printing is also set in this dialog box. Finally, to keep private appointments private when printing be sure to check the Hide details of private appointments check box.
For each style clicking on the Page Setup... button will open the Page Setup dialog box for the selected style. Here the user can set options for printing. Once the options are selected be sure to click on the Print Preview button to check the layout of the page. In the image below, the settings for a Monthly Style are shown.
Users who take advantage of the color labels on their calendar will see those colors when the calendar is printed on a color printer.
Printing a Blank Calendar
Users can use Outlook to print a blank calendar.
Select File>New>Folder
Name the calendar
Make sure the Folder Contains option is set to Calendar Items
Select Calendar in the Select where to place the folder
Click OK
The new calendar will be in the My Calendars list in the Navigation Pane on the left side of the screen. Put a check in the check box next to that calendar and it will appear on the screen. To print the blank calendar select File>Print. In the Print dialog box there is a drop down list next to Print this calendar:. Select the new calendar just created and go through the steps listed above to print a blank calendar.
Printing Contacts as a Phone List
In the Contacts Folder the view must be changed to Phone List.
Click on View>Arrange By>Current View>Phone List.
This will change the look of the contact from Address Cards to a Phone List.
For privacy purposes, I covered up the home phone, but this image provides a sample view of the phone list.
To print the phone list click on File>Print. The Print dialog box will appear. Here the user can select to print all rows or only selected rows. To select rows, use the Shift key to select a continuous list of rows or hold down the CTRL key and click on the items that are to be printed. This allows the user to select non-continuous rows.
Preview the print job by clicking on the Preview button. If it looks ok, click on OK and the phone list will print.
