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5 Free Tools to Create Printable Calendars (2024 Guide)

Ah, the age-old quest for productivity! If you find yourself juggling tasks like a circus performer with too many balls, fear not – I am here to rescue you from the chaos. Today, we’re diving deep into the world of printable calendars, those trusty companions that can turn your life from a confusing mess into a well-choreographed dance of productivity.

5 Free tools to Create Printable Calendars

I discovered its versatile applications when I started using my designs in all areas of my life. Over the years, I’ve experimented with different calendar formats and layouts to find what works best for my unique needs and personality.

So today, in this blog, I will walk you through different types of printable calendar formats, fun calendar design ideas, customization tips, and key benefits. 

Whether you want to schedule work meetings, track your kid’s activities, or plan your next vacation, the right printable calendar will help you plot it all seamlessly!

After reading this, you’ll learn “how to create a printable calendar” using free tools, and types of printable calendars, and personalize them as per your preference.

Understanding Printable Calendars and Why You Need One

Let’s start with the basics. What’s a printable calendar, and why should you bother with one? In simple words, printable calendars are digital calendars that can be printed on paper. You can add your events, notes, images, and more putting it up someplace convenient, like your study board or office desk.

As a busy working mom, I heavily rely on my printable calendars to strike the right work-life balance and stay on top of all major deadlines. I use separate calendars to plan my official meetings and targets, my little ones’ school events, and family commitments. When displayed in places I frequent, these printable calendars act as visible prompts to help schedule my day effectively.

A printable calendar is your ticket to organized bliss, a tangible piece of paper that serves as a roadmap for your days, weeks, and months. It’s your command center, helping you keep track of deadlines, appointments, and the occasional coffee date you promised not to forget.

Now, why do you need one? Well, consider it your superhero cape against forgetfulness and disorganization. It’s a visual aid that keeps you accountable and, dare I say, stylishly punctual.

Commonly Used Printable Calendar Formats

Ah, the world of calendars – it’s a vast and varied landscape. There are more types of calendars than there are flavors at an ice cream parlor. You’ve got monthly calendars, weekly planners, daily organizers, and even yearly overviews. The key is to find the one that suits your lifestyle and needs. Here’s an overview of the most common types of calendar formats:

Daily Format

Daily calendars are the most granular printable calendar option. They break down each day into hourly or half-hourly blocks so you can intricately schedule appointments, tasks, and meetings.

I like using daily calendars alongside monthly and weekly views to optimize planning. The daily view helps me map out fixed appointments and meetings first. Then, I fill in other tasks around these fixed events. Phone calls, documentation work, household errands, etc., can be slotted into free blocks.

Daily calendars provide maximum flexibility to plan a packed day seamlessly. They are especially useful for busy moms like me juggling work and domestic responsibilities! However, daily formats can feel overwhelming at times. I recommend using them with weekly or monthly formats to get a broader picture.

Monthly Calendars

The monthly bird’s eye view is ideal for long-term planning. It lets you easily map all key dates and deadlines in one template.

Monthly calendars help schedule fixed events like exams, submission dates, recurring meetings, etc., well in advance. Just mark these well in time and schedule other flexible tasks around them later.

I like using monthly printable calendars for:

  • Noting school exam/assignment deadlines
  • Business proposal and project planning
  • Tracking bill payments and subscriptions
  • Birthdays, anniversaries, and special events
  • Scheduling parent-teacher meeting dates
  • Booking doctor checkups and visits
  • Marking team meetings and conferences

Monthly templates help you prepare and avoid forgetting important fixed commitments. Maintaining separate monthly calendars for personal and professional life streamlines planning.

Quarterly Calendars

Quarterly printable calendars are useful for major projects and campaigns spanning a few months. Student life and corporate jobs tend to plan things quarterly aligned to financial quarters.

My quarterly calendars help schedule:

  • Major business project milestones falling over 90-120 days
  • School/college assessments planned per semester
  • Marketing campaign deliverables per quarter
  • Seasonal household tasks like spring cleaning

Having a bird’s eye view of major assignments helps prepare and tackle them systematically and promptly. Otherwise, they tend to creep up quickly, leaving you scrambling at the last minute!

Quarterly calendars motivate you to break longer projects into digestible monthly and weekly plans. They provide a structured approach without getting overwhelmed.

Weekly Templates

Of all formats, the good old weekly calendar is my personal favorite. I find it most convenient to break down monthly plans into weekly chunks. Scheduling professional and household errands across weekdays helps me stay focused.

My weekly calendars cover the following:

  • Team meetings and 1:1 catchups
  • Client calls and touch base
  • Documentation and reporting tasks
  • Household chores and family time
  • Meal plans and groceries
  • Health appointments and self-care routines

I also maintain separate weekly calendars for:

  • My little one’s school lessons, assignments, and extra classes 
  • Personal to-do lists and pending tasks

Keeping dedicated weekly calendars makes it easy to map out plans. Just scheduling things concretely helps regain control over chaotic weeks. When kept visibly on your study board or fridge, the weekly view helps you stay on track, too!

Now that you’ve found your calendar soulmate, let’s talk about bringing it to life.

How to Make Printable Calendars (Choose the Right Tool)

Creating your printable calendar is a liberating experience. It’s like crafting a bespoke suit for your time management needs. Here’s your step-by-step guide to becoming the Michelangelo of calendars:

The internet is a treasure trove of free tools waiting to assist you in your calendar-making journey. From graphic design platforms to simple word processors, the options are as diverse as a bag of assorted chocolates. Some favorites include Canva, Google Docs, and Microsoft Word.

Pro Tip: Pick a tool that aligns with your creative vibes. If you’re a minimalist, go for clean designs. If you’re a maximalist, unleash your inner artist.

How to Create a Calendar with Google Calendar

Ah, Google Calendar – the digital savior of the organized mind. Creating a printable calendar with Google Calendar is like discovering a hidden talent. Here’s the secret handshake:

1. Open Google Calendar and click on “Create” in the top left corner.

2. Enter the details for your event – title, date, time, and location.

3. Customize the event’s appearance by clicking on “More Options.”

4. Set the event to repeat if it’s a recurring one.

5. Once everything looks spick and span, click on “Save.”

Voila! You’ve just birthed a digital event that’s a mere step away from printable glory.

How to Create a Calendar with Microsoft Outlook

For the aficionados of the Outlook realm, fear not – your printable dreams can also come true. Here’s the enchanted path:

1. Open Outlook and head to the Calendar view.

2. Click on “New Appointment” or “New Meeting” on the Home tab.

3. Enter the event details – the who, what, when, and where.

4. Customize the appearance and set the recurrence if necessary.

5. Click “Save & Close.”

Your Outlook calendar has now joined the ranks of the printables.

How to make a calendar in Excel:

1. Open a new Excel sheet and select the entire worksheet. Go to the Page Layout tab and click on Page Setup. Adjust page margins if needed.

2. Go to the Insert tab and click the Table option. Select the calendar template from the templates and click OK.

3. An annual calendar will be inserted into the sheet in a separate tab each month. The individual grid has the days of the week labeled.

4. Type national holidays in the first worksheet cell below the calendar grid to add holidays. Customize headers, font sizes, and colors.

5. Right-click sheet tabs and select Rename to name them as per month. Rearrange tabs if needed.

6. Print Your Calendar, Check page fit, alignments, etc.

8. Export the Printable File: save as PDF to print anytime, export sheets as (JPG, PNG) or print directly from Excel.

And enjoy using your Excel calendar!

How to Create a Calendar with Apple

If you’re team Apple, the process is as smooth as butter on a hot croissant. Here’s the Apple-flavored recipe:

1. Open the Calendar app on your Apple device.

2. Click the “+” button to create a new event.

3. Fill in the event details and set the recurrence if needed.

4. Click “Add” or “Done” to seal the deal.

Your Apple calendar is now ready for the digital runway, and soon, for the paper runway too.

How to Create a Calendar with Canva

Creating a printable calendar with Canva is a breeze, and it’s like having your design studio at your fingertips. Let’s embark on this creative journey together:

1. Sign in to Canva, sign up if you don’t have an account yet.

2. Select a template, head to the templates section, and type “calendar” in the search bar. Choose your favorite template.

3. Customize a template with “Date & Months”, “Colors & Backgrounds”, and “Add icons & illustrations”.

4. Download & print: Click on the download button, and select the PDF Print option.

 Tips for Personalized Printable Calendars

Now that you’ve mastered the art of calendar creation, let’s sprinkle some stardust on your personalized touch:

Color Code Like a Pro: Assign different colors to various categories – work, personal, social. It’s like giving your calendar a rainbow wardrobe.

Embrace Stickers and Icons: Make your calendar visually delightful with stickers and icons. Hearts for dates with your significant other, coffee cups for caffeine-fuelled brainstorming sessions – the world is your icon oyster.

Include Motivational Quotes: Turn your calendar into a daily dose of inspiration. Add quotes that kick your procrastination in the metaphorical behind.

Leave Room for Flexibility: Life is unpredictable, and so should be your calendar. Leave some white space for the unexpected, whether it’s a spontaneous road trip or an impromptu dance party.

Review and Reflect: Regularly take a glance at your calendar. Reflect on what worked and what didn’t. Adjust and adapt like the productivity guru you’re becoming.

Benefits of Using Printable Calendars

You might be thinking, “Why bother with a tangible calendar when I have a smartphone glued to my hand?” Well, my friend, let me enlighten you on the myriad benefits:

Reduced Screen Time: Give your eyes a break from the digital glow. A paper calendar is an analog oasis in a digital desert.

Tactile Satisfaction: There’s something oddly satisfying about crossing off tasks with a physical pen. It’s like a victory dance for your to-do list.

Customization Galore: Your paper calendar, your rules. No app can capture your flair quite like a DIY calendar.

Visual Memory Aid: The act of writing helps solidify information in your brain. Your paper calendar becomes a visual memory aid, making it easier to recall important details.

Tech-Free Zone: Embrace the joy of a tech-free moment. A paper calendar doesn’t beep, buzz, or send notifications – it waits patiently for you to engage.

Best Printing Tips:

  • Paper Quality Matters: When printing your calendar, opt for a high-quality paper that suits your preferences. A slightly thicker paper can add a touch of luxury.
  • Consider Binding: If you’re feeling extra fancy, consider binding your printed pages. Coil binding, ring binding, or even a simple staple can turn your loose pages into a professional-looking calendar.
  • Test Print: Before you go all-in on printing, do a test print to ensure everything looks as expected. It’s like a sneak peek before the grand reveal.

And there you have it – a personalized, printable calendar courtesy of your newfound skills. Now, go forth and conquer your days with style and organization!


Congratulations, you productivity virtuoso! You’ve now embarked on the journey of calendar mastery. Whether you opt for the digital ease of Google Calendar, the professional charm of Microsoft Outlook, or the sleek sophistication of Apple, the power to organize your life is now

I am Martha, a content creator, who loves to help you stay organized with helpful printables and productivity tools.

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