Creating and Using Print Styles

A discussion of views wouldn't be complete without discussing how to print items shown in those views. Outlook provides a selection of print styles for each type of Outlook view except the Timeline view.

NOTE

You can actually select the Memo style from a Timeline view, but only if you've already selected an item.


In addition to using any available print style as is, you can modify existing print styles or create an entirely new print style.

Using an Existing Print Style

Each Outlook view has an associated group of print styles. To examine the print styles associated with your particular view, select File, Page Setup to display a menu with the available print styles for your view. The rest of this chapter utilizes the Phone List view of the Contacts folder as an example. The print styles available with the Phone List view are Table style and Memo style.

Printing a Table Style

A Table style prints all selected Outlook items in a table, exactly as they appear in the Outlook view. Selecting Table style opens the Page Setup dialog shown in Figure 4.31. There are three available tabs: Format, Paper, and Header/Footer.

Figure 4.31. The Table Style Page Setup dialog box enables you to customize paper size, headers and footers, and fonts.

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You can use the Fonts section of the Page Setup dialog to specify the fonts used for columns and rows. Selecting Print Using Gray Shading shades group headings in a gray color. If no groupings are present, this setting has no effect.

The Paper tab, shown in Figure 4.32, enables you to select the type, size, and orientation of the paper used to print your view.

Figure 4.32. Use the Paper tab to select the type, size, and orientation of your paper.

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You can select from standard paper sizes or enter the width and height of any nonstandard paper you want to use. Select whether to print your view in Portrait or Landscape orientation and specify how you want your printout to look. You can create a variety of different types of print, including sheets for Day Runner or Franklin organizers. Any changes you make to size, type, or orientation are reflected in the preview shown in the Orientation section of the Page Setup dialog.

To edit the header or footer of your printed page, click the Header/Footer tab to display Figure 4.33.

Figure 4.33. By default, the Table style has no header, but contains a footer with user name, page number, and date.

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You can create your own custom header and footer by entering text in any of the six sections or by using the buttons shown in Figure 4.33. For example, you can customize the font used for both the header and the footer by clicking the appropriate font buttons in the header or footer sections. You can also insert some default text, such as Page #, Page # of Total Page #, Date Printed, Time Printed, and User, by clicking on the five graphical buttons below the Footer box.

When you've customized your print style, click Print Preview to display a preview of your settings. To make changes to any of these settings, click Page Setup. To print your Table view, click Print or click Close to return to the main contacts window.

Selecting Print displays Figure 4.34. From the Print dialog box, you can change your print style, return to the Page Setup dialog to further customize your print style, select which items to print, and choose the number of copies you need.

Figure 4.34. The Print dialog box shows different options depending on your current view and printer.

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Printing a Memo Style

All Outlook views, evenTimeline views, have a Memo style that is used to print a selected Outlook item. The page setup for the Memo style is identical to that of the table style. You can print multiple Outlook items at once using a Memo style. When using the Memo style to print multiple Outlook items, you can print each item on its own page or print all items one right after another. To print each item on its own page, select Print from either the Page Setup dialog or the Print Preview window. Then check the box marked Start Each Item on a New Page. You can also select to print any files attached to the selected items.

Printing a Day/Week/Month Style

Six print styles are available for a Day/Week/Month view. Those print styles are

  • Daily style

  • Weekly style

  • Monthly style

  • Trifold style

  • Calendar Details style

  • Memo style

In the Daily, Weekly, and Monthly styles, you can choose to include the TaskPad, a lined notes area, or an unlined notes area. A preview of the Weekly style is shown in Figure 4.35.

Figure 4.35. The Weekly print style with the TaskPad and a lined notes area.

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The Trifold style enables you to select three different Calendar components on the same page. You can choose from the Daily Calendar, Weekly Calendar, Monthly Calendar, TaskPad, Blank Notes, and Lined Notes.

The last available style for the Calendar folder is the Calendar Details style. This style prints the details about any selected Calendar items (appointments, meetings, or events). A preview of the Calendar Details style is shown in Figure 4.36. You can select to start a new page for every day, week, or month of Calendar items and print any attachments included in those Calendar items.

Figure 4.36. The Calendar Details style shows you all notes associated with any Calendar items.

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Printing a Card View

The Card views of the Contacts folders offer their own set of print styles. You can choose from the following:

  • Card style

  • Small Booklet style

  • Medium Booklet style

  • Memo style

  • Phone Directory style

The Card style prints all or selected contact items grouped by the first letter of the File As field. You can choose to display a heading for each letter or an index on the side of the page. Figure 4.37 shows a typical Card view using Franklin Classic paper.

Figure 4.37. A typical Card style on Franklin Classic paper.

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The Phone Directory style prints all of your contacts in a list with only the name and phone numbers of the contacts displayed. Contacts are grouped by the first letter of their last name.

Creating a New Print Style

Customizing an existing print style is a great way to print your Outlook information exactly the way you need. However, every time you want to make changes to an existing print style, you lose the changes you previously made. If you save changes you make to a default print style, you lose that default print style and are left with only your customized print style. Creating your own print style preserves the existing default style and enables you to save your customized print style for use any time.

To create a new print style, select File, Page Setup, Define Print Styles to display the Define Print Styles dialog box (see Figure 4.38).

Figure 4.38. You can define your own print styles or edit an existing style.

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To define a new print style, select an existing print style and click Copy to display the Page Setup dialog box. Edit the name of the print style and make any changes you need. Click OK to save the custom print style and return to the Define Print Styles dialog box. You can make changes to your newly created print style at any time by clicking the Edit button from the Define Print Styles dialog box. You can also delete any user-created print styles from this box. You cannot delete any of Outlook's default print styles, but you can reset them to their original settings by clicking the Reset button.

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If you want to share print styles with others, see "Sharing Custom Print Styles" in the "Troubleshooting" section at the end of this chapter.


Other Printing Options

If none of Outlook's built-in print styles meet your needs, and you cannot create a custom print style that does so, you can export Outlook information to another application such as Excel or Access. Both of those programs have highly customizable query and printing options.



Special Edition Using Microsoft Office Outlook 2003
Special Edition Using Microsoft Office Outlook 2003
ISBN: 0789729563
EAN: 2147483647
Year: 2003
Pages: 426

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