How to print multiple calendars at once in the Calendar Printing Assistant

I was recently asked how to print multiple calendars side-by-side in the 2007 CPA. Since this had also originally befuddled me, I figure its worth a post. The problem is that the interface is a bit confusing.

Here’s how to do it:

  1. Load up both Outlook and the CPA. Select a multi-calendar template from the View Templates panel on the right-hand side of the interface:day-templates.PNG
  2. You’ll notice that the View Templates title is actually a select list. Toggle this to Calendars and Tasks:calendars-and-tasks.PNG
  3. Click on the calendars you want to see. They will appear in the Calendars and Tasks bar on the left-hand side of the interface:calendar-bar.PNG
  4. Check the calendars you want to see and, voila, they appear in the template!combined-calendar.PNG

Problems with the Printing Assistant

I recently wrote about what a nifty tool the Outlook 2007 Calendar Printing Assistant is. And it is nifty, yet a few annoying issues that have left us relying on printed screen shots instead. Hrrm. Unfortunately, the Printing Assistant:

  1. Doesn’t render items in the calendar in the same left-right order as Outlook. (Neither does OWA for that matter.. This is a really minor point but seems to drive some people absolutely crazy.)
  2. Doesn’t apply category colors.
  3. Doubles-up appointments on occasion for no apparent reason.

The last two points, especially, justify our decision to just bang on the PrtSc key when needed.

That and I can’t quite seem to figure out how to rework some of the .xcal templates so that we can change working hours. (Which would ideally already be read from the calendar settings in Outlook.. Double Hrrm.)

Outlook 2007 Calendar Printing Assistant

I’m generally not a big fan of the Microsoft way of life. That said, I’ve been a loyal user of Outlook for years; mainly because there just isn’t any particularly strong competition out there. (And, yes, I have tried very hard to get funky with Zimbra.)

Over the last month or so I’ve been — cautiously — deploying an Outlook 2007 solution for a local non-profit with some pretty intense calendaring needs. Cautious because, though Outlook/Exchange will definitely get them the most bang for their buck, the sophisticated group collaboration functionality does get to be complex. And by “sophisticated” I mean, of course, “quirky”. And we’re dealing with folks who still store all their data on 3.5″ floppies. Quirky and technophobia do not make a good combination.

Anyway, as the nervous floppy-ites have become increasingly comfortable tabbing through public folder calendars, we’ve had a number of challenging requests crop up. One was to print multiple calendars side-by-side. Quite the reasonable request.

So reasonable, in fact, I was sure it was impossible.

You can imagine my surprise when today I happened across the new, free Calendar Printing Assistant. While many Microsoft apps seem to have just enough functionality to make you wish they, say, worked well, this little utility appears to actually deliver. And now we’re happily lasering five separate calendars to a single, perfectly printed sheet of A4.

Maybe I’m a fan afterall.