How to print task list or to-do list in Outlook?
Printing individual tasks in Outlook is straightforward—simply select a single task, then click "File" > "Print" to produce a physical copy of the task’s details. However, if you try to select and print multiple tasks at once, Outlook will print each task on a separate page. This approach is inefficient when you need a consolidated task list or to-do list for meetings, planning sessions, or personal organization, where having all tasks visible on a single sheet is more practical. So, how can you print your entire task list—showing only task summaries—onto one page? The method below guides you through achieving this effectively, saving both time and paper.
Print task list or to-do list in Outlook
Print task list or to-do list in Outlook
The following steps will help you print the visible task list or a to-do list as it appears in your Outlook folder, keeping the list compact and on a single page for easier reference.
1. Open Outlook and go to the "Tasks" view. In the Navigation Pane on the left side, click to select the specific folder containing the task list you wish to print. For example, you could choose your default "To-Do List" or any custom task folder you've created.
2. Once in the correct folder and viewing the list of tasks, click "File" in the upper left corner and then choose "Print" from the menu.
3. In the Print dialog box, adjust the following settings to ensure your task list prints as a summarized table rather than one item per page. As shown in the screenshot:
(1) Choose your desired printer from the "Printer" drop-down list. Ensure your selected printer supports printing the required paper size.
(2) In the "Settings" section, select "Table Style." This is essential—choosing table style will print all listed tasks within the folder as a single table, including columns such as Subject, Due Date, and Status, rather than printing the detailed content of each task.
(3) Click the "Print" button to begin printing.
The printed output will display your to-do list or task list from the chosen folder all together on one page, laid out in a clearly structured table. Here is a sample of the print preview/result:
Notes and tips:
- Before printing, you can adjust which columns appear in your task view by right-clicking the column headers and choosing "Field Chooser" or by modifying the "View Settings." This lets you customize which task details appear on your printed list.
- If your list is quite long, consider changing the page orientation (Portrait/Landscape) under print settings to fit more tasks onto a page, or adjust the font size in "View Settings" for more compact printing.
- Be aware that only the tasks visible in your current view will be printed. If you have filtered or grouped tasks, the printed list will reflect those filters or groupings.
- If no tasks are selected but the folder is highlighted, Outlook will print all tasks displayed in the view; selecting a specific task isn't necessary for printing the whole list.
Common issues and troubleshooting:
- If the printed list is missing tasks, check your current view filters and sorting options—some tasks might be hidden due to view settings.
- If some columns do not appear as expected, reconfigure your view with the necessary fields before printing.
- If the output spreads over multiple pages, try reducing the number of columns, adjusting print orientation, or modifying font size in your view settings.
Advantages: Printing a consolidated task list is especially helpful for daily planning, handing out assignments during team meetings, or keeping a paper backup for auditing or record keeping. However, this method does not print attachments or task notes; only visible details are included. If you need more customized output (such as excluding specific fields or further formatting), consider exporting tasks to Excel before printing.
Print a task without username above in Outlook
Normally, when you print an individual task in Outlook, the printed page includes a horizontal line and your username above the task’s content. This information is added by default, but in some cases—such as when forwarding to clients or posting the task on a noticeboard—it’s better to exclude such details for clarity and privacy. Kutools for Outlook’s "Advanced Print" feature allows you to easily print a task, contact, meeting, or email without including the horizontal line or username, giving you a cleaner, more professional-looking printout by default.
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