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Saturday, September 23, 2023

How to Print an Email on Outlook: A Step-by-Step Guide

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Email has become an essential part of our daily communication in today’s digital age. However, there are times when you may need to print important emails for documentation, reference, or archival purposes. Microsoft Outlook, a widely used email client, offers a straightforward method to print emails. In this blog post, we will talk about you through the step-by-step process of printing an email on Outlook.

Step 1: Launch Outlook and Access the Email

Begin by opening the Microsoft Outlook application on your computer. Sign in to your account and navigate to the email you wish to print. It could be in your inbox, sent items, or any other folder.

Step 2: Open the Email in a Separate Window

To print an email effectively, it is recommended to open it in a separate window. Double-click on the email you want to print it will open in a new tab. This step ensures the entire email content is visible without distractions from the Outlook interface.

Step 3: Locate the Print Option

Once the email is open in a separate window, locate the “File” tab at the top left corner of the Outlook window. Click on it to reveal a dropdown menu.

Step 4: Select the Print Command

From the dropdown menu, select the “Print” command. Alternatively, you can use the keyboard shortcut “Ctrl + P” (Windows) or “Command + P” (Mac) to directly access the print settings.

Step 5: Adjust Print Settings

A Print dialog box will appear, presenting you with various printing options. Take a moment to review and adjust the settings according to your preferences. Here are a few key settings you may consider:

  • Printer: Ensure the correct printer is selected from the available options.
  • Page Range: Specify whether you want to print the entire email or only specific pages.
  • Copies: Indicate the number of copies you wish to print.
  • Orientation: Choose between portrait (vertical) or landscape (horizontal) orientation.
  • Print Style: Outlook offers different print styles such as Memo Style, Table Style, and Full Page.

Step 6: Preview the Printout (Optional)

If you want to preview the printout before sending it to the printer, click the “Print Preview” button. This option lets you ensure that the email appears as desired on paper. You can use the scrollbar to navigate through the print preview pages.

Step 7: Print the Email

Once you are satisfied with the print settings and preview, click the “Print” button to initiate printing. Outlook will send the email to the designated printer, and you can collect the printed copy once it finishes printing.

Frequently Asked Question

Q1: Can I print multiple emails at once in Outlook?

A1: Yes, Outlook allows you to print multiple emails at once. To do this, select the emails you want to print by holding down the “Ctrl” key (Windows) or “Command” key (Mac) and clicking on each email. Once you have selected all the emails, follow the steps mentioned in the blog post to print them.

Q2: Can I customize the print layout for emails in Outlook?

A2: Yes, Outlook provides several print styles that allow you to customize the layout of your printed emails. When you reach the Print dialog box (Step 5 in the blog post), you can choose different print styles such as Memo, Table, or Full Page. Select the one that suits your preferences and click the “Print” button to proceed.

Q3: Can I print attachments along with the email in Outlook?

A3: Outlook provides an option to include email attachments when printing. The “Print attached files” option is default selected in the Print dialog box. However, if you don’t want to print attachments, uncheck this option before clicking the “Print” button.

Q4: Is it possible to print only a specific portion of an email in Outlook?

A4: Outlook doesn’t have a built-in feature to print a specific portion of an email selectively. However, you can work around this limitation by copying the desired portion of the email content and pasting it into a document (such as Microsoft Word or Notepad). Once the content is pasted, you can print the document with the selected portion.

Q5: Can I change the page orientation (landscape or portrait) for printing emails in Outlook?

A5: Outlook allows you to change the page orientation for printing emails. In the Print dialog box (Step 5 in the blog post), you can select either “Portrait” (vertical) or “Landscape” (horizontal) orientation based on your preference. Choose the appropriate option before clicking the “Print” button to ensure the email prints in the desired orientation.


Printing emails from Outlook is a simple task that can be accomplished by following a few easy steps. Whether you need a hard copy for reference, record-keeping, or any other purpose, Outlook provides a convenient and efficient way to print your emails. You can obtain a physical copy of your important email correspondence by navigating through the options in the “File” tab, adjusting print settings as needed, and initiating the print command. Remember that these instructions apply to the desktop version of Outlook and may vary slightly in other versions or platforms. Embrace Outlook’s flexibility and ensure your important email conversations are preserved in print format when necessary.

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