10 Minute Guide to Outlook 97 - 18 - Printing in Outlook In this lesson, you learn to print items in Outlook, change the page setup, preview an item before printing it, and change printer properties. Choosing Page Setup In Outlook, before you print you choose the print style you will use. Each folder--Inbox, Calendar, Contacts, and so on--offers various print styles, and each style displays the data on the page in a different way. Plain English: Page In Outlook, this is the area of the paper that will actually be printed on. You might, for example, print two or four pages on a single sheet of paper. Print Style The combination of paper and page settings that control printed output. You can choose from Outlook's built-in print styles, modify the default print styles, or create your own print styles. These lists show the default print styles available for each folder. The Inbox, Contacts, and Tasks use the following two styles; the Journal and Notes use only the Memo Style. Table Style Displays data in columns and rows on an 8.5-by-11 sheet, portrait orientation, .5-inch margins. Memo Style Displays data with a header of information about the message and then straight text on an 8.5-by-11 sheet, portrait orientation, .5-inch margins. The Calendar folder provides the Memo style, plus the following styles: Daily Style Displays one day's appointments on one page on an 8.5-by-11 sheet, portrait orientation, .5-inch margins. Weekly Style Displays one week's appointments per page on an 8.5-by-11 sheet, portrait orientation, .5-inch margins. Monthly Style Displays one month's appointments per page on an 8.5-by-11 sheet, landscape orientation, .5-inch margins. Tri-fold Style Displays the daily calendar, task list, and weekly calendar on an 8.5-by-11 sheet, landscape orientation, .5-inch margins. The Contacts folder provides the Memo style, plus the following styles: Card Style Two columns and headings on an 8.5-by-11 sheet, portrait orientation, .5-inch margins. Small Booklet Style One-column page that equals 1/8 of a sheet of paper--so that eight pages are on one 8.5-by-11 sheet of paper with .5-inch margins. Then the portrait orientation applies to the 1/8 pages. Medium Booklet Style One column that equals 1/4 of a sheet of paper--so that four pages are on one 8.5-by-11 sheet of paper. Portrait orientation with .5-inch margins. Phone Directory Style One column, 8.5-by-11 sheet of paper, portrait orientation with .5-inch margins. Timesaver Tip: Page Setup Only Matters in Printing No matter how you set up your pages, it will not affect your view of tasks, calendars, or other Outlook items on-screen. Page setup only applies to a printed job. You can view, modify, and create new page setups in Outlook. To view or edit a page setup, follow these steps: 1. Change to the folder for which you're setting the page. 2. Choose File, Page Setup. A secondary menu appears that lists the available print types. 3. Select the print type you want to view or edit, and the Page Setup dialog box appears (see Figure 18.1). Figure 18.1 Customize the print type to suit yourself. 4. Click the Format tab to view and/or edit the page type, to choose options (in some cases), and to change fonts. 5. Click the Paper tab to view and/or edit paper size, page size, margins, and orientation. 6. Click the Header/Footer tab to view and/or edit headers for your pages. Previewing Before Printing You can choose to preview an item before printing it so you're sure it looks the way you want it to look. If you do not like the way an item looks in preview, you can change the page setup. Before you display an item in print preview, you must change to the folder containing the item you want to print. Then you can choose to preview the item in any of the following ways: Click the Print Preview button in the Page Setup dialog box. Choose File, Print Preview. Click the Print Preview button on the Standard toolbar. Click the Preview button in the Print dialog box. Figure 18.2 shows a calendar and task list in Print Preview. Figure 18.2 Preview the item before printing it. You can change the page setup by clicking the Page Setup button; the Page Setup dialog box appears. Click the Print button to send the job to the printer. Click the Close button to exit Print Preview and return to the Outlook folder. Timesaver Tip: Enlarge the View When the mouse pointer looks like a magnifying glass with a plus sign in it, you can click to enlarge the page. When the mouse pointer looks like a magnifying glass with a minus sign in it, you can click to reduce the view again. Printing Items After you choose the print style and preview an item to make sure it's what you want, you can print the item. You can indicate the number of copies you want to print, select a printer, change the print style or page setup, and set a print range. When you're ready to print an item, follow these steps: 1. Choose File, Print or click the Print button on the Standard toolbar. The Print dialog box appears, as shown in Figure 18.3. Figure 18.3 Set the printing options before printing the item. 2. In the Printer area of the dialog box, choose a different printer from the Name drop-down list if necessary. Timesaver Tip: In a Hurry? If your computer is on a network and you notice the Status of the selected printer is Busy or Paused, for example, choose a different printer from the drop-down list. 3. In the Print Style area, choose a print style from the list. You also can edit the page setup (with the Page Setup button) or edit or create a new style (with the Define Styles button). 4. In the Copies area of the dialog box, choose All, Even, or Odd in Number of Pages and enter the number of copies you want to print. Click the Collate Copies check box if you want Outlook to automatically assemble multiple copies. 5. Set the print range with the options in that area. (The Print Range options vary depending on the type of item you're printing.) 6. Click OK to print the item. Setting Printer Properties Whether you're printing to a printer connected directly to your computer or to a printer on the network, you can set printer properties. The properties you set apply to all print jobs you send to the printer until you change the properties again. Plain English: Printer Properties Configurations specific to a printer connected to your computer or to the network. Printer properties include paper orientation, paper source, graphics settings, fonts, and print quality. Panic Button: Access Denied? If you cannot change the printer properties to a network printer, it's probably because the network administrator has set the printer's configuration and you're not allowed access to the settings. If you need to change printer properties and cannot access the printer's Properties dialog box, talk to your network administrator. To set printer properties, open the Print dialog box (by choosing File, Print). In the Printer area, select a printer from the Name drop-down list, and then click the Properties button. The printers' Properties dialog boxes differ depending on the make and model of printer. Most likely, you'll be able to set paper size, page orientation, and paper source using options on a Paper tab in the dialog box. In addition, you might see a Graphics tab, in which you can set the resolution, intensity, and graphics mode of your printer. A Fonts tab enables you to set options on TrueType fonts, font cartridges, and so on. You might also find a Device Options tab, in which you can set print quality and other options. For more information about your printer, read the documentation that came with it. In this lesson, you learned to print items in Outlook, change the page setup, preview an item before printing it, and change printer properties. In the next lesson, you will learn to manage your files and Outlook items.

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