Print an Outlook calendar: pick the style that shows what you need
Outlook printing differs by client: classic Outlook has named print styles, new Outlook and Mac use a simpler layout picker. The choice decides whether titles are cut off and whether private details appear. Arte Soft, the developer of Cloud Calendars, explains.
Print options by client
| Need | New Outlook | Classic Outlook | Mac |
|---|---|---|---|
| Full titles | Detailed agenda (check preview) | Weekly Agenda Style | Check preview |
| Full details | Detailed agenda | Weekly Agenda or Calendar Details Style | Not documented |
| Hide private details | Not documented; check preview | Hide Details of private appointments | Not documented |
| More than one calendar | Select the intended calendar; combined printing not established by this source | One calendar at a time | Select the intended calendar; combined printing not established by this source |
| Microsoft Print to PDF | Microsoft Print to PDF | — |
What most people assume
Any Outlook print style shows full meeting titles and details.
New Outlook for Windows
In Calendar, on the Home tab, select Print. Choose the calendar, a View such as Work week or Month, the time range, whether to include a mini month, and whether to include a detailed agenda. Select Print, choose the printer, and Print again. Choose Microsoft Print to PDF to save a PDF.
Classic Outlook
Select File, Print, then a style under Settings. Microsoft’s text documents examples including Weekly Agenda, Monthly and Calendar Details styles. For full titles choose Weekly Agenda Style; for full details Microsoft recommends Weekly Agenda Style or Calendar Details Style. Use Print Options for the date range and to choose a calendar.
To avoid printing private items’ details, tick Hide Details of private appointments. Microsoft notes you can print appointments from only one calendar at a time.
Outlook for Mac
Choose the calendar and select File, Print. Choose the calendar, a layout such as Work week or Month, and the time range, then Print.
Worked example: a board-meeting week
A fictional executive assistant needs a printed week of the director’s schedule for a board pack. In classic Outlook they choose Weekly Agenda Style for full meeting titles, set the range to the board week, and tick Hide Details of private appointments. They inspect the preview to confirm private information is not exposed before sharing the printout.
A colleague on new Outlook needs the same and chooses Work week with detailed agenda, then checks the preview for private items before printing, because the hide-private option is documented only for classic Outlook.
Check: read every page of the preview before it leaves the office.
What it looks like
Cloud Calendars overview, using our product images. Provider settings and protocol examples described in this guide are separate from the screens shown here.
What to do
- Identify your Outlook client.
- Choose the calendar and range first.
- Pick Weekly Agenda (classic) or detailed agenda (new) for full titles.
- Hide private details in classic Outlook; otherwise check the preview.
- Save as PDF with Microsoft Print to PDF if needed.
Questions
- Why are meeting titles cut off?
- In classic Outlook, Microsoft recommends Weekly Agenda Style to print full titles.
- Can I print two calendars together in classic Outlook?
- Microsoft says you can print appointments from only one calendar at a time.