Microsoft Outlook 2010 : Store and Access Contact Information (part 3) - Printing Contact Records

5/7/2013 9:27:29 PM

3. Printing Contact Records

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

Style	Description	Available in these views
Card	Contact information displayed alphabetically in two columns. Letter graphics appear at the top of each page and the beginning of each letter group	Business Card, Card
Small Booklet	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 page's entries in the alphabet. Print double-sided if possible.	Business Card, Card
Medium Booklet	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 page's entries in the alphabet. Print double-sided if possible.	Business Card, Card
Memo	Contact information displayed under a memo-like header containing your name. One record per sheet.	Business Card, Card
Phone Directory	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.	Business Card, Card
Table	Contact information displayed in a table that matches the on-screen layout.	Phone, List

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

In this exercise, you'll set up Outlook to print a phone list and then to print individual address cards.

Display the Backstage view, and then click Print.

The Backstage view displays the current Print settings.

In Card view, many print styles are available in the Settings list.

Tip

The Backstage view on your computer reflects your individual printer settings and might display more print options than shown here.

The preview pane displays the way the cards will appear if printed in the default Card Style, with the current settings. The page indicators at the bottom of the preview pane indicate that the cards will be printed on two pages.

Important

To fully complete this exercise, you must have a printer installed. If you don't have a printer installed, you can perform all the steps of the exercise other than printing.

To install a printer, click the Start button, click Devices And Printers, and then on the toolbar, click Add A Printer. Follow the wizard's instructions to install a local or network printer. If you are working on a corporate network, your administrator can provide the information you need to install a printer.
In the lower-right corner of the preview pane, click the Multiple Pages button.

The preview pane displays both pages. The second page contains a series of lines and illegible text.

You can display all pages of a document as they will be printed, to peruse the overall document layout.
In the lower-right corner of the preview pane, click the Actual Size button.

The preview pane displays a full-size version of the document. The magnified text is large enough to read.
At the bottom of the preview pane, to the right of the number of pages, click the right arrow.

The preview pane displays the second page, which provides an area for you to record information about an additional contact. Outlook refers to this page of the print style as a blank page.

Certain print layouts include blank pages on which you can record information about new contacts.
In the middle pane, click Print Options.

The Print dialog box opens, displaying the options for the Card Style print style.

When printing contact records in the Card Style print style, you can select specific contact records (items) to be printed.
In the Print dialog box, click Page Setup.

The Page Setup: Card Style dialog box opens, displaying the Format page.

The Page Setup dialog box contents vary depending on the selected print style.
Look at the settings available on each of the dialog box pages.

For all print styles, you can change the fonts, paper size, page orientation and margins, header and footer, and other basic settings. For this print style you can also change the layout of cards on the page, the number of blank forms to be printed, and how the alphabetical division of the cards is indicated.
In the Page Setup dialog box, in the Options area of the Format page, click None in the Blank forms at end list. Select the Contact index on side check box, and then clear the Headings for each letter check box.
Click OK in the Page Setup dialog box, and then click Preview in the Print dialog box.

The preview pane displays the previously selected Actual Size view of the card list, which is now only one page.

Alphabetical headings no longer precede the contact record cards.
In the lower-right corner of the preview pane, click the One Page button.

The preview pane displays the entire card list as it will appear when printed.
If you want to print the card list, click the Print button.

After printing the card list, Outlook returns to the Contacts module.
On the Home tab, in the Current View gallery, click the List button.
In the Contacts pane, click the Sara Davis contact record to select it, press and hold the Ctrl key, and then click the Andrea Dunker contact record to add it to the selection.
Display the Print page of the Backstage view.

The Settings list displays only two options—Table Style and Memo Style. Memo Style is selected by default.

If the preview pane can't automatically display the multiple selected records, a Preview button appears in the preview pane instead.
If the Preview button appears in the preview pane, click it to display the previews of the two selected contact records.
In the Settings list, click Table Style.

The preview of Table Style indicates that all contact records will be printed rather than only the two you selected.
In the middle pane, click Print Options.

The Print dialog box opens, displaying the options for the Table Style.

When printing contact records in Table Style, you can select specific items to be printed.
In the Print range area, click Only selected rows. Then click Preview.

The preview pane changes to display only the two contact records you selected.
If you want to print the two records, click the Print button.

Outlook prints a page displaying only the selected contacts.
Experiment with the other ways in which you can print your contact records and your address book.