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Thursday, June 29, 2000
Q: When I print my calendar in Outlook, many of the descriptions get cut off. How do I make sure that they print completely?
A: There are a number of ways to print your calendar in Outlook, some better than others. Most people print directly from Outlook by clicking on the print icon (or by using [File]/[Print...]. When you print this way, you can choose the way your printed output is formatted.
If you choose "calendar detail style" as your print style, your calendar will come out as a list with each event, meeting or appointment shown in chronological order. This gives you complete information, including everything that you have in your notes fields, but can take lots of pages, which can make it more bulky to carry around.
If you choose "trifold style," the printout will be organized into three columns for the current day, your task list, and the current week. If you don't like these selections, you can substitute a column for notes or the monthly calendar for any of these.
You can also choose a daily, weekly or monthly calendar style based on your needs. Most people will find these styles are cleaner and easier to use than the trifold style. The problem with these styles is that you don't always get full details from your notes. And there is no good way to reformat the page to include full info.
There is a better way to print calendars.
Microsoft offers a free optional utility that converts your Outlook calendar to MS-Word for printing, thereby alleviating the problem of incomplete appointment data. Available on the Net, this utility runs within Word as a template. When you're ready to print your calendar, create a new document in Word using this template, and Word will automatically pull your appointments, meetings and events from your Outlook data. You can print in either weekly or monthly formats and select the date range to include in your printable document.
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The good news is that your document is completely formatable, so you can choose fonts, remove items or add information. The bad news is that it doesn't include the information from your notes fields. So if you need your notes, you need to copy-&-paste them manually from Outlook.
I find it handy to use a combination of styles. Several times a month, I use the Word template to print my calendar. When I do, I remove expired weeks by deleting them as a row, using Word's table features. Then, I open any appointments for which I need the notes -- and print those separately as memos. So I end up with a couple of pages, including one well laid out monthly calendar, and several detail pages.
Q: When I point the mouse over the time displayed in the lower right-hand corner, the date it displays is previous day. Please help me correct the date.
A: Many times this happens because you have the wrong date in your system. Many times, though, it happens because your clock is off by 12 hours. So for one-half of each day, your date is either one day fast or one day slow. In either case, to change the date on your system, double click on the time that you see on your task bar (typically in the right lower corner). Correct the date by selecting the correct month and year from the drop-down boxes. Then, when the correct monthly calendar comes up, highlight the proper date. To change the time, click separately on the hour, minute, second, and AM/PM fields. Change each field when its highlighted. Click [Apply] to complete your changes.
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