Print a Microsoft Teams Calendar Free in 3 Easy Steps
Written by Jared Young, an engineering graduate in Computer Science who specializes in data recovery and email backup at Corbett Software.
Want a paper copy of your team’s schedule and cannot find a print button in Teams? For a long time there was not a good one, which is why most guides send you off to Outlook. That changed recently. Teams now prints its own calendar, and there are two more free routes if you need them.
Summary
To print a Microsoft Teams calendar, open Calendar in Teams, select the calendar in the left pane and choose More options then Print. You can also open the same calendar in Outlook and print with Ctrl and P, or choose Microsoft Print to PDF in either app to save it as a file. All three routes are free.
Method 1: Print Directly Inside Teams (New)
This is the part most older guides miss. Microsoft added a print option straight into the Teams calendar, so you no longer have to detour through Outlook for a simple printout. Microsoft documents it in its guide to sharing and printing your Teams calendar.
- Open Teams and click Calendar in the left sidebar.
Step 1: The Calendar tab in the Teams sidebar.
- In the left pane, tick the calendar or calendars you want on the printout.
- Click More options, shown as three dots, and choose Print.
- Set the view, such as Day, Week or Month, and a layout and time range to suit the page.
- Turn on Print detailed agenda if you want meeting descriptions and attendee lists, then send it to your printer.
For a normal print job this is now the quickest path, and it never leaves Teams.
Method 2: Print the Calendar from Outlook
Your Teams calendar and your Outlook calendar are the same Exchange calendar behind the scenes, so anything in Teams is already in Outlook on the same work account. Outlook’s print view gives you more control over the layout, which is handy for a full month on one page.
- Open Outlook on the same account and go to the Calendar.
Step 1: The Outlook calendar print dialog.
- Select the calendar and the date range you want to print.
- Press Ctrl and P, or use File then Print.
- Pick a print style such as Weekly Agenda or Calendar Details for full appointment information, then print.
Microsoft’s own note on this is that Outlook prints one calendar at a time, so for several calendars together the Teams method above, with multiple calendars ticked, is the better fit.
Save It as a PDF Instead of Paper
No printer to hand, or you just want a file to email round? You do not need any extra software for this. Both Teams and Outlook can print to a PDF using the Microsoft Print to PDF option that ships with Windows.
In the print dialog of either app, open the printer list and choose Microsoft Print to PDF instead of a physical printer, then click Print and pick a save location. The result is a PDF of exactly what you would have printed, ready to share or keep. This is the cleanest free way to get a Teams calendar into a file.
When You Need to Print Many Calendars at Once
Everything above is free and covers almost every need. There is one situation it does not handle well. If you are pulling together a large batch, say years of saved calendar data or many separate calendar files exported as PST or ICS, printing them one at a time through Teams or Outlook is slow going.
- Launch the software, click Open, then Email Accounts and Add Account, or load a saved PST file.
Step 1: Adding the account or PST file.
- Let the data load, then preview the calendar items to confirm the right account.
Step 2: Calendar items shown in the preview panel.
- Select the calendars, click Export and choose PDF.
Step 3: The Export menu with PDF selected.
- Browse to a destination folder and click Save to run the export.
Step 4: Choosing the save location for the PDF files.
People Also Ask
Q2: Why could I not print from Teams before?
A2: Older versions of Teams had no calendar print button, so the only route was to open the same calendar in Outlook and print there. Microsoft has since built printing into the Teams calendar itself.
Q3: How do I save a Teams calendar as a PDF for free?
A3: In the print dialog of Teams or Outlook, choose Microsoft Print to PDF instead of a physical printer, then click Print and pick where to save. This built in Windows option needs no extra software.
Q4: Can I print more than one calendar at the same time?
A4: Yes, from within Teams. Tick several calendars in the left pane before printing and choose Selected calendars. Outlook, by contrast, prints only one calendar at a time.
Q5: Will the printout include meeting details?
A5: It can. In Teams turn on Print detailed agenda for descriptions and attendee lists. In Outlook, choose the Calendar Details or Weekly Agenda print style for the same effect.
Final Word
Printing a Teams calendar used to mean a detour through Outlook, and that is no longer the case. The built in Teams print option covers most jobs, Outlook gives you finer layout control, and Microsoft Print to PDF turns either one into a shareable file at no cost. Reach for a converter only when you are exporting many calendars at once. Which of these matches what you are trying to print today?
