Calendar Data Sources

PrintableCal can import events and tasks from a variety of data sources. The latest events, tasks, and notes from the selected data sources will be automatically imported each time a calendar is generated using the Create Calendar command on the PrintableCal tab of the Excel, Word, or PowerPoint ribbon menu. Events, tasks, and notes will e color-coded based on the associated calendar or category. A legend can also be inserted.

Add Calendar Data Source

To add a calendar data source, click the Add Calendar button above the list and then select the desired data source type to add from the Online or Local sub-menus. 

The following online data sources are supported:

The following local data sources are supported:

Custom Calendar Data Sources

PrintableCal can be customized to connect to almost any calendar data source. For example, if your schedule is in a database, PrintableCal can pull events from your database and include those events in the generated calendar output. If you have a calendar data source that isn't currently supported in PrintableCal, please contact us with details. We can customize PrintableCal to meet your needs.

Selecting Calendar Data Sources

After a calendar data source has been added, it can be selected for inclusion in the generated calendar by checking the box to the left of the calendar data source's name. A data source that is unchecked will not be included in the output, but will still be available later (without needing to re-add the data source) if you'd like to include it. To completely remove a data source, click the data source and then click the X button to the right of the data source's name.

Defining Calendar Data Source Presets

You can define and re-use preset combinations of selected calendar data sources when generating calendars or legends. PrintableCal will remember which calendar data sources were most recently selected, but if you want to use different combinations of calendar data sources when generating with different templates, defining presets will eliminate the need to manually check or uncheck the individual calendar data sources each time.

To save a preset, first select the calendar data sources you'd like to include in the preset by using the check boxes next to the calendar names. After selecting the desired calendars, enter a name for the preset and click the Save button.

You can save any number of presets. To select a previously defined preset, type its name in the "Preset" field, or select from the drop-down list. The checked calendar data sources will update to match what was previously saved in the preset.

You can also modify a previously defined preset by selecting the desired calendars and clicking the Save button. If you no longer need a preset, it can be removed by clicking the Delete button. This won't remove the calendar data sources associated with the preset.

Color-Coding Data Sources

Data from all selected sources will be overlaid into the same generated calendar and color-coded based on the calendar data source. To view the settings, click a data source's name in the list. A settings panel will appear below the calendar's name. This panel will also automatically appear after adding a new calendar data source.

Item prefix  An optional prefix can also be specified for each data source. Events and tasks associated with the data source will include the specified prefix in their titles.  
Font  The font for each data source can be selected from a drop-down list. The font size can also be selected. This will be the font used for events and tasks that are associated with the calendar data source. Some templates provide an option to override the default font size specified here.
Text Style The font for each data source can be made bold, italic, and underlined by toggling the boxes. Text can also be left, center, or right aligned (depending on the template being used). A text color can also be selected. Some templates, such as the Month template, might use the specified Border color for event and task text for items that are not all-day.
Background  Events and tasks associated with the calendar data source will be color-coded based on the specified background color (depending on the template being used). If you want to save on ink or toner, you can select Transparent from the color drop-down. You can also click More Colors to define a custom color.
Border  A border color and thickness can be specified. Using a different border color can help further differentiate items in the generated output. Depending on the template, the specified border color might also be used as the text color for some items.


Filtering by category or item type

PrintableCal also provides the ability to perform additional filtering on the items that appear in the output. The filtering criteria is specified below the list of calendar data sources.

Items can be filtered if they are associated with a specified categories, if they are marked as "all-day", or if they have start/end times. To filter multiple categories, separate the category names with semicolons. 

Any specified filter will be the default the next time a calendar is generated. If a filter is applied, a red border will appear around the filter box to remind you that some items might not appear in the output.

  • Hi TRC, PrintableCal can use the same category colors you have defined in Outlook. Click the "Options" button on the PrintableCal tab in Word or Excel to open the Options window. Next, click the "Outlook (Local)" tab and then check the box labeled "Use category colors".

  • Is there a way to bring in the color coding / category from outlook local calendars to maintain the color code I have in Outlook?

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