How to Print a Blank Calendar in Outlook 365?
So you don’t know how to print a blank calendar in Outlook 365? Dont worry. In this guide, I explain the techniques I have attempted myself and gotten positive results from.
Why People Print a Blank Calendar in Outlook 365?
It may seem counterintuitive. Doesn’t it make more sense to print a calendar that has all the meetings and events? Yes, in most cases, people preserve a hard copy of calendars with all the details.
However, sometimes they want a calendar for wrong notes, or some other purpose that is not possible on the computer.
As they are familiar with Outlook, they might want to check out if it’s possible to get a blank calendar from there. The answer to which is yes, absolutely. You need to make some changes in Outlook before you can print blank calendars.
How to Make Your Outlook Calendar Blank Before Printing?
First option: Make your existing calendar blank.
Step 1. Log in to Outlook >> Switch to Calendar screen >> In the Top bar, you should see a Filter option. Click it.
Step 2. Uncheck all the Items (Don’t worry, this won’t delete your Meetings or Events; just make them invisible temporarily. You can regain visibility by clicking on Clear filters.)
You now have a blank calendar fit for printing.
Second option: Make a new blank calendar.
Step 1. Log in to Outlook >> Switch to Calendar screen >> From the left-hand menu bar, click on the Add calendar button.
Step 2. In the Add calendar window, select “Create blank calendar.” >> Give it an appropriate name (Blank Calendar). Make sure you have not used that name before >> Keep all other selections like Color, Charm, and Add to as per their default values and press Save.
A new blank calendar will appear in the left menubar. Select it for printing. If by chance you have multiple calendars selected before, you can deselect them via the same menu bar.
- An even faster method would be to hover over the newly created blank Calendar. Click on the three dots (More options)
- From the flyout menu, select the topmost option “Show this only.”
- Now your view is clean and only contains the calendar. We can proceed with the printing.
Screenshot and Print the Blank Outlook Calendar Image
Once you have a Blank Calendar with you, you can screenshot your browser window.
Step 1. On Windows, use the snipping tool/Windows + Shift + S or any other program.
Step 2.1. After you take the screenshot, the Snipping Tool will open a small preview window where you can click on File > Print or you can hit Ctrl + P directly within the Preview window.
Step 2.2. If you chose the second screenshot method, then open Preview > Click on the 3 horizontal dots at the top or bottom right corner > Print or Hit Ctrl + P.
Step 3. Then, same as before, toggle the print settings and get your hardcopy.
Using the Print Outlook 365 Calendar Directly from Your Web
Once you have made the black calendar, Right-click anywhere on the screen and choose Print…
On the print preview screen, you might see that the Calendar art gets cut off and the Menu bars occupy a major chunk of your screen. If you are ok with this, then continue.
Select Printer > Pages (there is just one) > Layout (Portrait or Landscape) > Print/Save. However, I suggest that you should clean up the screen a bit and follow what I did when I wanted to print.
Clean Up the Outlook 365 Calendar Window Before Printing
Step 1. If you still have the Print Preview open, close it and look at the bottom right corner. You will see a small button; click on it to hide the right-side pane. Note: This option is absent if you are on any calendar arrangement that is not Month (i.e., Day/s, Work week, Week).
Step 2. Once the right pane is gone, click on the hamburger menu (three horizontal bar icon) at the top left corner.
Step 3. This will hide the calendar selection panel and mini month. You need to do this in all Calendar arrangements.
Step 4. Left and right sides are both clean, but we still don’t print. To get an even clearer picture, let’s minimize the top bar. If you use the Classic top menu bar, you can add some extra area to your calendar print by switching to the simplified view.
Step 5. Simply click on the small downward-pointing arrow towards the top left corner of your screen.
Step 6. From the Flyout menu, select Simplified ribbon.
Step 7. This will shrink the width of your top bar to a thin ribbon. Then right-click anywhere on the screen and choose Print…
Step 8. Now compare this print Preview with the previous one. You might see a massive difference. Not only is the calendar larger than before, but no part of the calendar is hidden behind, and you get the full picture.
Step 9. To further reduce the amount of noise/save printer ink, you can expand the More Settings sections and uncheck the Headers and footers plus Background Graphic Switches.
Step 10. You can make other changes as well, like disabling margins, scaling the printed part (zooming in/out), controlling the paper size, and number of prints.
Step 11. Once done, hit Print.
How to Print a Blank Calendar in Outlook Desktop Client?
If you are a new client, please ensure that you have a blank calendar. Here, too, you can screenshot the Calendar and print it. Except for the Right Click and Print Option(which is a browser feature), all other steps are the same in the New Outlook desktop client.
When you Open/log in to Outlook and switch to the Calendar menu in the Home section toolbar, you should see a Print option.
Before you use it, create a blank calendar in the same way described earlier.
To make your Outlook calendar blank before printing it, you can turn off all the selections.
However, the problem with this approach is that you don’t get a truly empty calendar.
When I tried doing this and used the default print option, the meeting links and other details persisted on the Print preview. So in a way my calendar wasn’t blank.
But when I made a new calendar and only selected it for printing, I was able to get the desired result.
Step 1. Start by clicking on the Print icon. (Or you can also push the Ctrl + P button together.)
Step 2. A new window opens where you can toggle the calendar/View/ time range.
Step 3. Keep the mini month and print a detailed agenda off, then hit the blue Print button. (Note: If nothing seems to be happening, don’t hit the print button multiple times. Just wait for a while.)
A new Print Window opens (yes, a second one). There you can select the printer, Copies, Layout, Pages, and Color.
Step 4. And More Settings like Paper Size, Scale, Pages per Sheet, Margins, Options (Background Graphics)
Step 5. Once you have applied your custom Settings, all that’s left to do is hit Print.
Printing Outlook Calendar on Mobile
Unfortunately, unlike the web and desktop variants, the Outlook mobile app is lackluster. It lacks any direct calendar printing option.
Also Read: What to Do When Office 365 Calendar Permissions Not Updating?
What we can do instead is take a screenshot and print it. However, there too, the small mobile screen and lack of filters make it quite difficult to get the intended result.
That is why readers are recommended the use any other option described in the blog.
Printing Blank Calendars for Entire Organization at Once
Unlike the methods described before, which are well-suited for personal use cases, organization-wide blank calendar printing is different.
If there is no self calendar constraint, then you can easily ask for multiple copies in a single print and be done with it.
Check Out: Office 365 Calendar Retention Policy
However, when each individual needs the printout of their own calendar, it becomes a tough task. Not the printing, but getting the calendars out for print. In these situations where an admin needs immediate export of a large number of Office 365 workloads, the SysTools Office 365 Export tool is the best option.
It can quickly filter through multiple user accounts and even apply a date filter to get the most precise calendar data from the users. Plus, with the PDF as an output option, you need not worry about printing. Every export is stored on a single workstation, so all communication conflicts cease to exist. Just export and print.
Conclusion
Here in this blog, we saw what needs to be done if you don’t know how to print a blank calendar in Outlook 365. Start off by converting your existing calendar blank or making a new blank calendar from scratch. Then, you could take a screenshot or print with your browser or use the built-in Print option.