Feb 10, 2011 (Updated Feb 19, 2017)
I know you may be eager to obtain a sexy new smartphone or tablet so you can take your appointments and tasks on the road, but if the extent of your mobility is inside an office building, say between your desk and a conference room, you can often get by with much less. When I worked in a large corporate office environment years ago, I found I was quite successful with merely printing out my Outlook MYN task list and appointments for the day on one page and taking that to meetings. In my experience, it trumped the complications of fiddling with a handheld device. I found using a full-sized sheet of paper preferable to navigating through the tiny screens on a mobile device during a meeting.
If you want to do this, you may wonder how to print your calendar and MYN task list together on one page. Outlook lets you do this. It’s especially easy in Outlook 2003, but a bit harder to set up in Outlook 2007, 2010, 2013/16. Unfortunately there is not an easy way to do it Outlook 2011/16 for Mac. Here are the steps for Windows.
Steps for Printing
In Outlook 2003 simply open your Calendar with the TaskPad shown. Enter Day view by clicking the Day button above the Calendar, and then use the File menu to print the view. Select your printer as usual. That gives you a view similar to that at the bottom of this article.
Outlook 2007, 2010, and 2013/16, Make Settings First
In Outlook 2007, 2010, and 2013/16, you need to ensure the print settings are correct first. Here’s how.
- Go to the Calendar, enter Day view by clicking the Day button above the Calendar.
- In Outlook 2007 choose File, Page Setup, and from submenu choose Daily Style (now skip to step four below).
- In Outlook 2010 and 2013/16, go to the File Tab and choose Print. In the list at the right ensure Daily Style is chosen under Settings. Then click the Print Options button just above the Settings list. In the Print Dialog box that opens, right in the middle is a button that says Page Setup; select that.
- In Outlook 2007, 2010 and 2013/16, in the Print Setup dialog box that opens (see below), in the Format tab, find the Options block on the lower left. In that block, the second item down is labeled Tasks. From the drop-down menu to the right of Tasks, in 2007 and 2010 choose To-Do Bar. In 2013/16 choose To-Do List.
- In that same dialog box you probably want to clear the checkmark next to “Include: Notes area (blank)” to make more room for tasks.
Next, 2007 users now just click the Print button; 2007, 2010 and 2013/16 users will have to click OK first and then Print on the next screen. That’s it. You shouldn’t have to make that change again for later printing; the setting should be saved.
While the printed task list will generally meet MYN specs (grouping, sorting, filtering), it will not include all the MYN task list formatting. For example, underlines are often missing, as are date columns. Otherwise, it’s correct for MYN.
You may also want to play with other formatting options, such as printing out a week of appointments with your tasks (do the same steps as above, but choose Weekly Style). You can also go to the Paper Tab in the Page Setup dialog to choose Portrait vs. Landscape printing. And in the print dialog under define styles you can change the range of hours that shows in the printout.