MORE INFORMATION
IMPORTANT: This article requires knowledge of creating custom Outlook forms and using Visual Basic Scripting Edition. It provides a basic example of how to begin implementing a solution and may require considerable customization to suit a specific need. If you do not have a background in programming and implementing a custom solution, you may wish to seek the assistance of a Solution Provider. For more information on how to contact a Microsoft Solution Provider, please consult the References section of this article.
The following methods provide an overview of possible approaches you can
use to solve this behavior. These approaches should be evaluated based on
factors such as:
- Whether you are using a custom form or would consider using one to enable additional functionality.
- Whether you need a custom print format or just want to print the form exactly as it appears on the screen.
- Whether you have an adequate programming background. If you are familiar with Visual Basic-type programming, you could develop a solution. If not, you may want to obtain the services of a developer who can provide the solution.
Method 1: Use ALT+PRINT SCREEN
If you want to print a form as it appears on the screen without developing
a solution, you can use the ALT+PRINT SCREEN key sequence to copy the image
of the form to the clipboard. You can then paste the contents of the
clipboard into another program and print it.
To have Microsoft Word print an image of the form, follow these steps:
- With the Outlook form displayed, press ALT+PRINT SCREEN. You may not see or hear anything happen.
- Switch to or start Word.
- Make sure you have a new document open.
You may want to reduce the margins of the document to allow more room for the image to fit on the page.
- On the Edit menu, click Paste.
- Resize the image as appropriate:
- Click the image once to select it.
- On the Format menu, click Picture.
- Click the Size page of Format Picture.
- On the Size tab, set the Height and Width of the picture.
- To print the document, on the File menu, click Print.
Method 2: Use VBScript To Automate the ALT+PRINT SCREEN Method
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If you want to print a form as it appears on the screen and would consider
using a custom Outlook form that contains custom programming code, you can
use Visual Basic Scripting Edition (VBScript) to automate Method 1. The end
result may be that you can press ALT+PRINT SCREEN and then click a button
on the form to print it. You must add a Print button to the form to do this.
To create the custom form, follow these steps:
- On the Tools menu, point to Forms and then click Design This Form. Click the (P.2) page of the form.
- On the Form menu, click Control Toolbox. Drag a CommandButton control onto the P.2 page of the form. Right-click the control and then click Properties. On the Display tab, set the Name to cmdPrint and the Caption to Print. Click OK and then close the Control ToolBox.
- On the Form menu, click View Code. Enter the following VBScript code into the Script Editor and then close the Script Editor:
Sub cmdPrint_Click()
Set oWordApp = CreateObject("Word.Application")
If oWordApp Is Nothing Then
MsgBox "Couldn't start Word."
Else
Dim oWordApp
Dim oWordDoc
Dim oBMs
Dim bolPrintBackground
' Open a new document
Set oDoc = oWordApp.Documents.Add
' Set a page setup object variable
Set oPS = oDoc.PageSetup
' Reduce the margins to .5" (36 points)
oPS.TopMargin = 36
oPS.BottomMargin = 36
oPS.LeftMargin = 36
oPS.RightMargin = 36
' Paste in the screen shot
oWordApp.Selection.Paste
' Center the screen shot
Const wdAlignParagraphCenter = 1
oDoc.Paragraphs(1).Alignment = wdAlignParagraphCenter
' Get the current Word setting for background printing
bolPrintBackground = oWordApp.Options.PrintBackground
' Turn background printing off
oWordApp.Options.PrintBackground = False
' Print the Word document
oDoc.PrintOut
' Restore previous setting
oWordApp.Options.PrintBackground = bolPrintBackground
' Close and don't save changes to the document
Const wdDoNotSaveChanges = 0
oDoc.Close wdDoNotSaveChanges
' Close the Word instance
oWordApp.Quit
' Clean up
Set oPS = Nothing
Set oDoc = Nothing
Set oWordApp = Nothing
End If
End Sub
- On the Tools menu, point to Forms and then click Publish Form. The default is to store the Contact form in your Contacts folder. Type Print Test as the Display Name and then click Publish.
- Close and do not save changes to the form.
To test the form, follow these steps:
- On the Actions menu, click New Print Test.
- Press ALT+PRINT SCREEN.
- Click the P.2 page of the form and click Print.
Method 3: Generate a Custom Report
If you want to create a custom printout, or avoid having users press
ALT+PRINT SCREEN, you can create a Word template that contains form fields
and then have Outlook automatically transfer fields from an Outlook item
into the template. With this method, Word may handle all of the
formatting and printing.
NOTE: You may want to use another program, such as Microsoft Excel,
depending on the required format of the printout and your programming
ability.
Follow these steps to create the sample Word template:
- Open a new document in Word.
- On the View menu, point to Toolbars and then click Forms.
- Click the Text Form Field button on the Forms toolbar to insert a form field. Press ENTER twice and then click the Text Form Field button again to insert a second form field. Note that the form fields have default bookmark names of Text1 and Text2.
- Click the Protect Form button on the Forms toolbar to protect the template.
- On the File menu, click Save As. Change the Save As Type setting to Document Template, change the Save In setting to (C:), type MyForm as the name of the template and then click Save.
- Close the template.
To create the Outlook form, follow these steps:
- Open a new Contact form. On the Tools menu, click Forms and then click Design This Form. Click the (P.2) page of the form.
- On the Form menu, click Control Toolbox. Drag a CommandButton control onto the P.2 page of the form. Right-click the control and then click Properties. On the Display tab, set the Name to cmdPrint and the Caption to Print. Click OK and then close the Control ToolBox.
- On the Form menu, click View Code. Enter the following VBScript code into the Script Editor and then close the Script Editor:
Sub cmdPrint_Click()
Set oWordApp = CreateObject("Word.Application")
If oWordApp Is Nothing Then
MsgBox "Couldn't start Word."
Else
Dim oWordApp
Dim oWordDoc
Dim bolPrintBackground
' Open a new document
Set oDoc = oWordApp.Documents.Add("C:\MyForm.dot")
' Set the first bookmark to the contact's full name
oDoc.FormFields("Text1").Result = CStr(Item.FullName)
' Set the second bookmark to the contact's birthday
oDoc.FormFields("Text2").Result = CStr(Item.Birthday)
' If the form contains user-defined fields, you can use
' the following syntax to transfer the contents of a
' user-defined field (FieldName) to Word:
' strMyField = Item.UserProperties.Find("FieldName")
' oDoc.FormFields("Text3").Result = strMyField
' Get the current Word setting for background printing
bolPrintBackground = oWordApp.Options.PrintBackground
' Turn background printing off
oWordApp.Options.PrintBackground = False
' Print the Word document
oDoc.PrintOut
' Restore previous setting
oWordApp.Options.PrintBackground = bolPrintBackground
' Close and don't save changes to the document
Const wdDoNotSaveChanges = 0
oDoc.Close wdDoNotSaveChanges
' Close the Word instance
oWordApp.Quit
' Clean up
Set oDoc = Nothing
Set oWordApp = Nothing
End If
End Sub
- On the Tools menu, point to Forms and then click Publish Form. The default is to store the Contact form in your Contacts folder. Type Send Fields as the Display Name and then click Publish.
- Close and do not save changes to the form just created.
To test the form, follow these steps:
- On the Actions menu, click New Send Fields.
- Enter a full name for the contact and on the Details page of the form, enter a birthday.
- Click the P.2 page of the form and click Print.
The contact's full name and birthday may be printed. You can customize the
Word template to suit your needs.
Method 4: Use the XPrint Control or Add-in
The Microsoft Office 2000 Resource Kit includes a utility called
XPrint. It is designed to print Outlook forms as you see them on the screen. In general, it is oriented towards developers or enterprise-level customers. For additional information about this utility and how you can obtain it, please see the following article in the Microsoft Knowledge Base:
238778 OL2000: General Information About the XPrint Control and Add-in