How to Print Email in Outlook: Simple Steps for Any User

Printing an email in Microsoft Outlook can be a breeze once you know where to start. Whether you’re using Outlook 2019, Outlook for Microsoft 365, or even Outlook.com, the process is quite similar. All you need to do is open the email, select your printer, and customize your print settings.

If you are a seasoned Microsoft Office user or completely new to Outlook, we’ve got you covered. In just a few steps, we can help you print entire email messages, specific sections, or attachments. It doesn’t matter if you’re on a PC, Mac, or using the mobile app—everyone can benefit from this guide.

Have you ever found yourself needing a physical copy of an email urgently? Say, when you’re signing in to an important meeting but need the details in hard copy. We’ve all been there, and knowing how to quickly print your emails from Outlook can save you time and stress.

How To Print Email In Outlook

Printing emails in Outlook can be straightforward if you know the right steps. We’ll go over how to use the print option, set your print preferences, and troubleshoot any printing issues.

Using The Print Option

First, let’s open the email we want to print. Double-click the email to open it in a new window. For desktop users, click on File from the menu and select Print. A print dialog box will appear. Here, you can choose your printer and the number of copies.

For Outlook on the web, click the three-dot menu next to the email and choose Print from the dropdown. This will open the print preview page. Confirm your printer and settings, then hit Print.

For mobile app users, go to the email, tap the three-dot menu, and select Print. Choose your printer and other preferences before printing.

Setting Print Preferences

To ensure the email prints the way you want, adjust the print preferences. Go to File > Print > Print Options. Here, select the specific pages you need using Page Range. For example, print only pages one to three if needed.

In the Print Options screen, you can also set the layout and orientation of the print. Select Portrait or Landscape as per your needs. If your printer supports it, adjust the margins for more control over the print area.

For quick printing, use the Ctrl+P shortcut, which takes you directly to the print menu. This is handy for printing simple emails quickly.

Troubleshooting Printing Issues

Sometimes, things don’t go as planned. If your email isn’t printing, start by checking the printer connection. Make sure it’s turned on and connected to your computer. If everything is connected properly, open Printer Settings and see if the printer is set as the default option.

Another common issue is the email preview being cut off. Ensure the Fit to Page option is checked in the Print Preview. If images or text seem misaligned, adjust the print margins under Page Setup.

Restarting both Outlook and your printer can also fix many issues. If it’s still not working, reinstall the printer drivers or update Outlook to the latest version.

Printing Specific Parts Of An Email

We often find ourselves needing to print only certain parts of an email. This can include just the text or any attachments. Here’s how we can do it.

Printing Attachments

Email attachments can include documents, images, or other files. To print these, we need to open them first. In Outlook:

1. Open the Email: Double-click the email containing the attachment.
2. Open the Attachment: Click on the attachment to open it. It could be a PDF, Word document, or image file.
3. Print the File: Go to the File menu in the opened attachment and select Print.

If we have multiple attachments, they need to be printed one by one unless our printer settings allow batch printing. Having a default printer helps as it streamlines the process. Make sure to check the print preview to avoid any mishaps.

Printing Selected Text

Sometimes, printing only portions of an email is enough. This can be tricky, but in Outlook, we can make it work:

1. Open the Email: Double-click to open the email in a new window.
2. Select the Text: Highlight the specific text section we need.
3. Right-Click and Copy: Right-click and select Copy or press Ctrl+C.
4. Paste in Word: Open Microsoft Word and paste the text (Ctrl+V).
5. Print from Word: Go to the File menu in Word and select Print.

This method works across different Outlook versions. It’s handy when we do not need the entire email but just important sections. Printing only the specific page or section also saves paper and ink, making it efficient and environmentally friendly.

Advanced Printing Features

Printing emails in Outlook offers many advanced features. These include printing from various email accounts and batch printing multiple emails at once, which can save time and streamline our workflow.

Printing From Different Email Accounts

When using Outlook, we often juggle multiple email accounts. Whether it’s a work account on desktop app or personal emails viewed on a web browser, printing is seamless.

1. Desktop App: Open the email, go to File > Print.
2. Web App: Click the three-dot menu, choose Print.
3. Mobile (Android/iPhone): Use the Outlook mobile app, access the email, and select Print.

We can easily switch between accounts and print emails without leaving the application, enhancing our efficiency.

Batch Printing Emails

Batch printing is a lifesaver when we need to print multiple emails at once.

1. On Desktop: Select multiple emails using Ctrl (Windows) or Cmd (Mac), then go to File > Print Options and select Print.
2. Using the Web App: Unfortunately, we can only print one email at a time here.
3. Attachments: We can also print attachments by checking Print attached files in the print options.

This feature helps us manage large email threads or multiple documents, creating both digital copies and physical records for quick reference.