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Printing Calendar and Tasks as a delegate

I’ve got delegate permissions to the Calendar and Tasks list of my manager. However, when I try to print the Calendar of my manager, it prints with my task list and not the one of my manager.

How can I print the combination of calendar and tasks of my manager only?

Unfortunately, there is no direct way of doing this in Outlook. If you are using Outlook 2007 or 2010, the best option would be to use the Calendar Printing Assistant. Otherwise, set up a mail profile with the mailbox of the manager as the main mailbox.

Calendar Printing Assistant

The Calendar Printing Assistant is a separate (free) download for Office 2007 and 2010 (32-bit only). Without going into more details right now, it will allow you to generate calendars and tasks overviews based on information that you have stored in Outlook.

Once installed, you can launch it via the Start Menu where it will have its own shortcut. In other words; it does not integrate with the printing function in Outlook.
Also, make sure you have accessed the Calendar and Tasks folder of your manager at least once in Outlook so that they will show in the Navigation Pane when selecting the Calendar or Tasks Navigation. Even better would be to add those folder to you own folder list by adding the mailbox as a secondary mailbox.

To print just the Calendar and Tasks of your manager go back to the Calendar Printing Assistant;

  1. After opening, you’re directly prompted to select a Template from the right pane. Pick a layout you like.
  2. By default, the template is filled with your information. To select the Calendar and Tasks folder of someone else choose;
    Insert-> Calendars and Tasks
  3. In the right pane you’ll see the Calendars and Tasks folder which are available to you in Outlook.
    By simply clicking on them you can add/remove them to your template.
    In the pane on the left you’ll see which ones are selected.
  4. If you want, you can print it already, or you can use the Format menu to apply a Calendar Style (Rounded looks nice), a Color Scheme and a different font.

Separate mail profile

As Outlook will only show the Task Pad or Task List for the default mailbox, another way to get this done (also in earlier versions of Outlook) is to configure a separate mail profile with the mailbox of your manager as the default. The downside of this is that you’ll need to have Full Mailbox access. Your manager cannot give this to you via Outlook permissions. Your Exchange administrator will have to set this up for you. Once these permissions have been provided to you, you can set up a separate mail profile.

Note1: When using Outlook 2007 or Outlook 2010, make sure you choose to configure the account manually or AutoConfiguration will set it up with your mailbox.

Note 2: As you have full mailbox access, when prompted, you can provide your own username and password to get access; there is no need to ask your manager for his/her password.


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