Printing Contact Information






Printing Contact Information

You can print your Outlook address book or individual contact records, either on paper or to an electronic file (such as a PDF or XPS file), from any address book view. Depending on the view, Outlook offers a variety of print styles, such as the following:

Open table as spreadsheet

Style

Description

Available in these views

Card Style

Contact information displayed alphabetically in two columns. Letter graphics appear at the top of each page and the beginning of each letter group

Address Cards, Business Cards, Detailed Address Cards

Medium Booklet Style

Contact information displayed alphabetically in one column. Formatted to print four numbered pages per sheet. Letter graphics appear at the top of each page and the beginning of each letter group, and a contact index at the side of each page indicates the position of that pages entries in the alphabet. Print double-sided if possible.

Address Cards, Business Cards, Detailed Address Cards

Memo Style

Contact information displayed under a memo-like header containing your name. One record per sheet.

Address Cards, Business Cards, Detailed Address Cards

Phone Directory Style

Contact names and telephone numbers displayed in two columns. Letter graphics appear at the top of each page and the beginning of each letter group.

Address Cards, Business Cards, Detailed Address Cards

Small Booklet Style

Contact information displayed alphabetically in one column. Formatted to print eight numbered pages per sheet. Letter graphics appear at the top of each page and the beginning of each letter group, and a contact index at the side of each page indicates the position of that pages entries in the alphabet. Print double-sided if possible.

Address Cards, Business Cards, Detailed Address Cards

Table Style

Contact information displayed in a grid. Field names appear at the top of each page.

By Category, By Company, By Location, Phone List

You can customize the layout of most of the default print styles, and save custom print styles.

In this exercise, you will print a contact list and individual address cards.

Important 

Your computer must be connected to a local or network printer to complete this exercise. If you don't have a printer installed, you can install one at this time or follow the alternate instruction in Step 15.

USE the contact records you created earlier in this chapter.

BE SURE TO display the Contacts module in Phone List view before beginning this exercise.

  1. Image from book On the Standard toolbar, click the Print button.

    The Print dialog box opens.

    Image from book
    Tip 

    Your Print dialog box might look slightly different than the one shown here, depending on your operating system and printer.

    Only one print style (Table Style) is available in the Print Style box.

  2. With the All rows option selected in the Print range area, click Preview.

    Tip 

    The Print Preview button is also available from the Advanced toolbar.

    The Print Preview window opens, displaying the contact list in Table Style. The current page and total number of pages are shown at the left end of the status bar.

    Image from book
  3. Click below the vertical scroll bar to display Page 2.

    The last few columns of the phone list appear on the second page.

  4. On the Print Preview window toolbar, click Page Setup.

    The Page Setup: Table Style dialog box opens.

    Look at the settings available from each of the dialog box tabs. For this print style, you can change only the fonts, paper size, page orientation and margins, header and footer, and other basic settings.

    Image from book
  5. Close the Page Setup dialog box and the Print Preview window.

  6. In the Navigation Pane, in the Current View list, click Address Cards.

  7. On the Standard toolbar, click the Print button.

    The Print dialog box opens, displaying more options than it did when printing from Phone List view.

    Image from book
  8. In the Print style list, click Phone Directory Style. Then click Preview.

    The Print Preview window opens, showing the contact list as it will appear when printed in Phone Directory Style.

  9. Click the center of the preview page to zoom in for a closer look at the information included in this style.

  10. On the Print Preview window toolbar, click Page Setup.

    The Page Setup: Phone Directory Style dialog box opens.

    Image from book

    In addition to the basic settings, you can change the number of columns shown on a page and stipulate whether to display a contact index and letter graphics.

  11. In the Options area, select the Contact index on side check box. Then click Print Preview.

    Image from book
  12. Close the Print Preview window.

  13. In the Contacts pane, click the Andrea Dunker contact record to select it, press and hold the Image from book key, and then click the John Emory contact record to add it to the selection.

  14. On the Standard toolbar, click the Print button.

  15. In the Print style list, click Card Style. In the Print range area, select the Only selected items option, and then click OK.

    Troubleshooting 

    If you don't have a printer installed, click Preview instead of OK.

    Outlook prints a page displaying only the selected contacts.

  16. Experiment with the other ways in which you can print your contact records and your address book.



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