Outlook keeps your whole life on a grid — but the moment you need it on paper, its built-in print falls short: cramped layouts, no colour control, no yearly overview, and nothing bigger than the page in front of you. Here’s how to print an Outlook calendar properly, both with Outlook’s own tools and with a layout that actually looks the way you want.
The quick answer
In classic Outlook: Calendar → File → Print, pick a style (Daily, Weekly, Monthly), set the date range, and print. It works for a quick monthly grid — but for colour, a full-year wall calendar, A3, or a Gantt timeline, you’ll want a dedicated print tool (more on that below).
Print from Outlook’s built-in print
Classic Outlook (Windows):
- Open Calendar.
- File → Print.
- Under Print Style, choose Daily, Weekly, or Monthly.
- Click Print Options to set the date range and paper size.
- Preview, then Print.
New Outlook / Outlook on the web: open the calendar, choose the view, then the Print icon (or Ctrl+P). The styles are more limited than classic Outlook.
To save as PDF instead of paper
In the print dialog choose Microsoft Print to PDF (or “Save as PDF”) as the printer. You get a PDF of whatever Outlook would have printed.
Where Outlook’s print falls short
- No yearly overview — you can’t print a whole year on one sheet.
- No real colour control — category colours often don’t carry over cleanly.
- No A3 — Outlook prints to your default paper; large wall-calendar formats aren’t an option.
- No Gantt/timeline — you can’t turn dated items into a project timeline.
The better way: print exactly the layout you want
CalendarPrint for Outlook adds the print tool Outlook should have shipped with. Straight from your Outlook calendar you can:
- Choose from six layouts — yearly, monthly, weekly, daily, daily-with-notes, and a Gantt chart timeline.
- Print in full colour with your Outlook categories intact.
- Print on A4 or A3 (great for wall planners), portrait or landscape.
- Save to PDF with one click.
It installs in a click (no admin rights), and there’s a 30-day free trial — no credit card.
Print an A3 wall calendar
Pick the yearly layout, set the paper size to A3, and print or export to PDF — a full-year overview big enough for the wall, straight from your Outlook appointments.
Print your Outlook calendar as a Gantt chart
Got a project living in your calendar? Switch to the Gantt layout to print your dated items as a timeline with milestones and dependencies — ideal for status prints and stand-ups.
Not using Outlook?
For Google Calendar, Apple iCloud or any .ics feed, use CalendarPrint.com — the same layouts in your browser. Import your .ics file, design, and download the PDF. It’s included in the same subscription.
Print your calendar the way you want it
Outlook’s built-in print is fine for a quick monthly grid. For colour, A3, a full year, or a Gantt timeline, start a free 30-day trial of CalendarPrint for Outlook and print your calendar exactly how you need it.