No Private Appointment Printing

[Ward]

I got up this morning around 7:30 a.m. and it is now 1:30 p.m. I have been
dealing with one Microsoft - Outlook - Calendaring problem.

I am the Director of a non profit organization and at the end of each year I
have to get a calendar ready for distribution to the entire staff that
details certain useful information such as Holidays, Payroll Pay Dates,
Vacation Time Already Booked, Staff Birthdays and courses, events and
meetings either I or staff may be attending throughout the year.

I used to print a separate calendar from within Publisher but that was way
too much work and very much redundant. So this year I decided to get my
Outlook calendar in order so that I can print my calendar from within Outlook
thereby making this task a lot easier. So I spent a great deal of time this
morning suppressing "private appointments" by ensuring that the appropriate
box was checked (or by clicking on the lock when I open the recurring series).

So I finally get ready to print my calendar so that I can have it ready for
photocopying tomorrow morning for all staff and I find that while my private
appointments are not shown the words PRIVATE APPOINTMENT do show up on the
date. This calendar will not be helpful to others because they can't write
in a boxed date where Private Appointment shows up three or four times.

THIS IS SO FRUSTRATING. I can't believe Microsoft's programmers and
developers allowed Outlook 2007 (or previous) versions to be released without
the option to go even further and suppress the words PRIVATE APPOINTMENT.

All of you MVPs out there and others knowledgeable with Outlook. Please
help. Is there anything I can do so that "PRIVATE APPOINTMENT" does not show.

I was told I could create a 2nd calendar within Outlook but I am really
afraid to delve into the world of managing two separate calendars within
Outlook. Also I was told I could filter something but the instructions and
information on this are vague, not fully explained or just don't work/apply.

Hoping someone both sees and reads this and is able to help in any way.

Microsoft I'm disappointed. I paid a lot for the Office Suite and this
should not have been an oversight.

Thank you.

 

[Milly Staples [MVP - Outlook]]

Easiest way is to create a second calendar - File->New->Folder->Type = Calendar. Then display your current calendar in a table view that you can filter or add columns to for designating all private appointments. Select all and right click and drag to the new calendar FOLDER and select move. Then return your calendar to the Day/Month/Year view and print away. Reverse the process once you have your calendar printed without the Private Appointments showing.

(By the way, it has always been how Outlook calendar works from version 97 to current)


--
Milly Staples [MVP - Outlook]

Post all replies to the group to keep the discussion intact. All
unsolicited mail sent to my personal account will be deleted without
reading.

After furious head scratching, Ward asked:

| I got up this morning around 7:30 a.m. and it is now 1:30 p.m. I
| have been dealing with one Microsoft - Outlook - Calendaring problem.
|
| I am the Director of a non profit organization and at the end of each
| year I have to get a calendar ready for distribution to the entire
| staff that details certain useful information such as Holidays,
| Payroll Pay Dates, Vacation Time Already Booked, Staff Birthdays and
| courses, events and meetings either I or staff may be attending
| throughout the year.
|
| I used to print a separate calendar from within Publisher but that
| was way too much work and very much redundant. So this year I
| decided to get my Outlook calendar in order so that I can print my
| calendar from within Outlook thereby making this task a lot easier.
| So I spent a great deal of time this morning suppressing "private
| appointments" by ensuring that the appropriate box was checked (or by
| clicking on the lock when I open the recurring series).
|
| So I finally get ready to print my calendar so that I can have it
| ready for photocopying tomorrow morning for all staff and I find that
| while my private appointments are not shown the words PRIVATE
| APPOINTMENT do show up on the date. This calendar will not be
| helpful to others because they can't write in a boxed date where
| Private Appointment shows up three or four times.
|
| THIS IS SO FRUSTRATING. I can't believe Microsoft's programmers and
| developers allowed Outlook 2007 (or previous) versions to be released
| without the option to go even further and suppress the words PRIVATE
| APPOINTMENT.
|
| All of you MVPs out there and others knowledgeable with Outlook.
| Please help. Is there anything I can do so that "PRIVATE
| APPOINTMENT" does not show.
|
| I was told I could create a 2nd calendar within Outlook but I am
| really afraid to delve into the world of managing two separate
| calendars within Outlook. Also I was told I could filter something
| but the instructions and information on this are vague, not fully
| explained or just don't work/apply.
|
| Hoping someone both sees and reads this and is able to help in any
| way.
|
| Microsoft I'm disappointed. I paid a lot for the Office Suite and
| this should not have been an oversight.
|
| Thank you.