PrintableCal is easy to learn, especially if you're already familiar with Microsoft Excel and Word. The steps below will walk you through getting started with PrintableCal quickly. If you have any questions, please contact us. We'd be happy to help.


Step 1: Install PrintableCal

PrintableCal can be installed on Windows 10, 8.1, 8, 7, Vista, and XP. It requires Microsoft Excel and/or Word 2007 or later. It's compatible with both 32-bit and 64-bit versions. To install PrintableCal, click the button below.


Step 2: Create a Calendar

After installing PrintableCal, start either Excel or Word. A PrintableCal tab will be on the ribbon. To create a calendar, click the Create Calendar button on the ribbon. Pick the desired template style and settings. Click the Next button and then (optionally) add or select the desired calendar data sources. These sources could be holiday calendars or your schedule defined in other calendar software such as Google Calendar, Outlook, or VueMinder. Click the Done button after the desired data sources have been selected. 


Step 3: Add a Color-Coded Legend

Events and tasks are color-coded in the output based on the calendar data source. If you create a calendar that contains more than one data source, it might be helpful to include a color-coded legend. To do this, click the Legend button on the PrintableCal tab of the ribbon. The legend will default to showing whichever data sources were selected for the most recently generated calendar. Click the Insert button to add the legend. You can then re-position the legend if needed by dragging it.


Step 4: Customize a Template

PrintableCal’s greatest feature is in how it enables calendar templates to be customized. Each template has some basic rules and guidelines for how it should be arranged, but for the most part, the sky’s the limit. You could change the layout, add graphics, change colors or borders, etc. This is all done using the editing features built into Excel. Note, you can’t customize templates from Word, only Excel. 

The easiest method to customize a template is to start with one of the existing templates that came pre-loaded. Click the Create Calendar button and then right-click the template you’d like to use as a starting point. Select Edit from the popup menu. The template will open and you can modify the template as needed. When finished, click the Save as Template button on the ribbon. You can enter a new name for the template as well as a description. You can also choose to export the template to a file, which could be uploaded here or imported for use on another computer. After entering a name and description, click the Save button. If the template violates any rules, a window will appear explaining what was violated and how to fix it.

  • Hi Dave, when generating to Excel, the calendar will be inserted as either an embedded Excel object or a bitmap. These two formats preserve the column sizes and other formatting that would be lost if the calendar were inserted as normal Word table. If this is causing issues for you, you can generate the calendar in Excel and then copy/paste into Word as a regular table. Just be aware that depending on the template you're using, some of the formatting might get messed up when pasting as a regular Word table.

    I hope that helps. Please let me know if you have any other questions.

  • Hi, I've been experimenting with both your product and WinCalendar for printing a monthly club calendar of events. PrintableCal seems very nice so far, but I have a question... I've tried generating a calendar from Google Calendar in Word with 'Import as Picture' both checked on and off and it seems that with both options it is a bit difficult to edit text, change font/font-size, etc. in Word itself; I'm either taken to Excel (for non-picture import) or some sort of OCR happens on individual text strings in the picture case in Word. Am I correct that in Word the calendar is not seen as a table, and that I need to go into Excel to make changes on the table as a whole (i.e., to play with calendar fonts/font-sizing)? (I know that I have font choices in saving custom templates and in the import process, just wonder if I can do this some way in Word itself after the calendar has been generated). At any rate, I like your product so far and hope I've make my question clear enough. Thanks. --dave

  • Hi, unfortunately I am still not able to see the shared calendar in PrintableCal. I am able to see it in Outlook and I moved it to under "My Calendars" by dragging and dropping in Outlook. However it still does not appear when I "Add Calendar -> Microsoft Exchange". I have also asked the person who shared the calendar to me to provide me with "Owner" access to see if this would help but it doesn't seem to have made any difference. When I tried to move it by right clicking - it says that "The object cannot be found". Any further advice would be greatly appreciated? Tx

  • Hi Jo-Anne, if the shared calendar is on Exchange Server, moving the calendar to a public folder (which access permissions set accordingly) should fix the problem.

  • Hi, I have tried that but it still does not give me the option to select calendars shared to me. Any other ideas?

  • Hi Jo-Anne, do you connect Outlook to Exchange Server? If so, try adding the calendar using "Add Calendar -> Microsoft Exchange".

  • Hi, is there a way that I can include a calendar shared to me by another person via Outlook? I am currently only able to select the calendars which I have created myself.

  • Hi Gregory, I'll see if there's anything that can be done to reduce the load time and I'll try to get this improvement into the next version.

    In the meantime, you can fix the Excel load time without having to disable PrintableCal. Run regedit as administrator. Under HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\Excel\Addins\PrintableCalExcel, change the LoadBehavior value from 0x00000003 to 0x00000010 (16). PrintableCal will delay loading until you click one of the buttons on the PrintableCal tab of the ribbon.

  • Hi, Wondered if you had any further info on my problem, as I say not too much of an issue & actually leads me onto this query. It does slow down starting Excel quite a lot, several seconds when normally instant. I am opening & closing excel a lot & at moment have printablecal disabled until I need it, which is a shame. again not too much of a problem and a 6 or 7 seconds is not a lot but most things a so fast nowadays, surprised loading an add-in can slow it down.

  • Hi Gregory, thanks for the information. I'll investigate further.

  • I knew I forgot something.
    Office 365, latest
    WIndows 10
    I did wonder if something in the Trust center but as it works normally otherwise & I have not changes any settings as far as I am aware.

  • Hi Gregory, which version of Office do you have installed?

  • Hi, Just bought top licence, is really v.good. Seems to have everything I want
    One problem I have discovered. I have a Word Document that has Excel spreadsheets linked OLE.
    When I open this word document is just stays as if opening, every now & again saying waiting for the OLE excel. Waited several minutes & no change.
    If I disable PrintableCal Add-in in excel it works fine. I have disabled in word also & will leave off as prefer Excel but this does not help, has to be Excel.
    Not to much of a problem as it is rare that I use this word document but not great.
    I do find Word & more so excel are slow to open when enabled, more that a few seconds when it is instant otherwise.

  • Hi Gregory, thanks for the feedback. I'm not sure if it will help, but you could change your calendar data sources to use a larger font. The default is 9pt. Please see the documentation linked below for details on how to change the font size for each calendar data source:

    I hope that helps. Please let me know if you have any other questions.

  • Hi,
    Love this software, I think (hope) the answer to all my troubles. Using Google calendar as a work rota.
    Ideally I would like a whole year or perhaps 3, 4 or 6 months on 1 sheet A4.
    Default Multiple Months as Rows Template almost does this but font just too small. I know a lot of info for one page but I use to manage & readable with (outlook Year Viewer by Planetsoftware, now defunct). Can I set a template for a larger font. perhaps with stretched rows when 6 months or less. I can see single day entries being vertical does require more space.
    >> Further testing & think this is just not possible with this layout, it is slightly better than my old outlook yearview but means simply not enough space. What I have done as a nice solution is used the printer options to print over 2 pages so everything large enough, just means a rather wide printout but that is a worthwhile compromise. A3 actually is still just too small, fine for just colours but need to read title.
    Anyway will purchase very shortly. Really great you are producing this and so far just works v.easy.

  • Hi David, please make sure you have .NET Framework 4.7 installed. You can download it here:

    If that doesn't fix it, there might be a problem with the PrintableCal installation. You can re-install by following these steps:
    1. Exit all instances of Word and Excel.
    2. Use the “uninstall a program” area of the Control Panel to uninstall PrintableCal (if it’s listed).
    3. Download and reinstall using the link below:
    4. Restart Excel.

  • Recently installed on Excel 2010 Pro - clicking Create Calendar - no buttons work - entire selection panel is frozen...

  • Do you see this problem after rebooting?

    If rebooting doesn't fix the problem, try removing the calendar data source and re-adding it. To remove a calendar data source, click the data source name (on the PrintableCal panel) and then click the "X" button to the right of the name. To re-add the calendar data source, click the "Add Calendar" button.

    If that doesn't fix it, what type of calendar data source are you attempting to import (Google Calendar, Exchange Server, etc)?

  • My printable cal stopped working. It's saying: tThe following error was encountered while generating the calendar. Some items might not appear in the output...

    An error was encountered while processing the calendar :
    Key not valid for use in specified state

  • Hi Piri, could you try sending it again? I haven't received the email yet.

  • Just sent it.

  • Hi Piri, thank you for the information. Could you send a screenshot of the error message you're seeing to Thanks!

  • When generating in word, I get an error message because it still tries to fit it all on one page as a picture even if the box is not checked. When generating in Excel, it works. As a work around for the time being, I am generating in Excel and creating a PDF file but it can be time consuming. Also When Breaking pages in Excel, it would be nice if the page break happened at the beginning of each month.

  • Hi Piri, are you generating in Word? If so, try unchecking "Insert as picture" when generating the calendar - or try generating in Excel instead of Word. Does that fix it?

  • Hi - I am trying to create an agenda for multiple months. When I choose the start date and set the days at 180 beginning on September 1st, I only get events for September and only one page. When I set the date for Oct 1st. I only get one page again, but there are more events on this month and it stops on Oct 9th. What is the trick to get the agenda to include multiple pages and all the events?
    Thank you - Piri

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