Have you tried all Printing Options in Outlook? 🖨️

Last Updated on February 19, 2024 by Amit Bansal

Planning to print an email and keep a hard copy for your records?

That’s a smart move!

In this article, you’ll learn how to print emails in all Outlook applications, as well as Outlook online.

Personally, when I receive emails from my suppliers with quotations, I find it crucial to keep a hard copy of the quotation.

This blog post will guide you through the process, ensuring you have a physical record of your important emails.

Print Outlook Email

Let’s check out the step-by-step method for all three segments: Outlook, classic Outlook on the web, and the new Outlook.

By the end, you will also learn an alternative method, along with keyboard shortcuts, to print emails in Outlook.

How to Print an Email from Outlook Web

Outlook on the web offers a printer-friendly version of every message, free from ads and visual clutter. To print a message from Outlook online, follow these steps:

To print an email from Outlook on the web, follow these steps:

  1. Open your web browser and navigate to Outlook.com.
  2. Once you’ve logged in, select the folder containing the email you want to print from the left navigation section.
  3. Click on the email you need to print out.
  4. From the Home tab, look for the “Print” option. Simply click on the print icon, and you will be redirected to the print setup.

Keyboard Shortcut: Alternatively, you can use the keyboard shortcut “Ctrl + P” to access the print setup directly.

You can also double-click on the message to open the same email in a separate window. On the ribbon above, look for the print icon, which will allow you to print the email by simply clicking on it. You will then be redirected to the print window.

Additionally, if you have opened your email in a separate window, you can use the “Ctrl + P” keyboard shortcut to print the email.

Once you are redirected to the print setup dialog box, all the settings are adjusted by default.

However, if you need to change some settings, such as print margins, page setup, number of copies, number of pages, and more, simply click “Print” and your email will be printed from your printer.

Additional Keyboard Shortcut

Outlook on the web also provides an additional keyboard shortcut for printing, which is “Ctrl + Shift + P.”

Once you select an email and press “Ctrl + Shift + P,” you will be directly redirected to the print setup where you can print your document.

Important Note: If you want to print multiple emails in Outlook on the web at once, unfortunately, this is not possible. If you select multiple emails using the Control key, the emails will be selected. However, when you press “Ctrl + P” or try to use the print icon available on the ribbon, it won’t work because the icon will automatically disable, and you cannot print multiple emails at once. Rewrite the sentence and also add similar to the outlook on the web You cannot print multiple emails at once

Print Options

Once you click on the print button, you are redirected to the print setup page. On the left side, you can preview the document to ensure it looks as you expect.

On the right side, you can adjust some minor settings before finally taking the printout.

From the print setup page, you can first select the printer. You can check all the active or inactive printers added to your system.

Additionally, there is an option provided by Microsoft that allows you to convert your printout directly into a PDF file, which you can then save on your system.

You can also select the number of copies, and page layout, and then click on “More Settings” for further options.

The “More Settings” section allows you to customize various print options, including paper size, pages per sheet, and margins.

You can adjust the margins according to your requirements. Additionally, you can choose whether to print on both sides of the paper or just on one side.

You also have the option to enable background graphics. Once you have configured these settings to your liking, click on the “Print” button to get your printout from the selected printer.

How to Print an Email from Outlook Classic

Outlook Classic is one of the most popular desktop application platforms, widely used by many users. Let’s check out the methods for printing an email from Outlook Classic.

Once you open Outlook, you will see the left navigation section, which consists of all the email addresses you have added. This allows you to select a specific folder, for instance, the inbox.

When you select your inbox, you will see all the emails received in your inbox.

Now you have two options for printing: either you can select the email with your mouse and print it directly, or you can double-click on the email to open it in a separate window and print it from there.

To print that email, you have two options. First, click on the “File” tab, and from the left navigation options, simply press “Print,” and you will be redirected to the print setup.

File Tab

Keyboard Shortcut: The second option is to simply use the keyboard shortcut “Ctrl + P” to access the print setup directly.

Important Note: Similar to Outlook on the web, if you want to print multiple emails at once, unfortunately, this is not possible. Even if you select multiple emails using the Control key, and they appear to be selected, attempting to print using “Ctrl + P” or the print icon on the ribbon won’t work. The icon will automatically disable, preventing you from printing multiple emails simultaneously.

Print Options

When you enter the print options page, you will see a few options on the left side that allow you to change the printout settings.

You can change the printer and the preview. On the right side, you can see the printout preview. Let’s quickly check out the options for more clarity.

By default, Outlook selects the printer that is already connected to your system to print your document.

If you click on that, you will see a list of all connected printers, both active and deactivated. You can select or change your printer from this list.

Additionally, you will find an option for “Microsoft Print to PDF.” If you select this, your email will be saved as a PDF on your system.

Once you have selected your printer, you will see an option called “Print Options” just below the printer’s name.

Click on it, and you will be redirected to a dialog box for printing, which also consists of a few options that you can select, like the page number and number of copies.

Lastly, there is an option called “Print Options.” This is an interesting option that allows you to print an email along with the attachment.

Most of the time, when you receive an email with an attachment and you want to print that email, you can print the email with the email address, subject, and content of the email, along with the attachment.

All you have to do is simply select the checkbox for that option and then click “Print.

Print Style

In Outlook Classic, there is a setting called “Print Style” which offers two options:

  • Table Style
  • Menu Style

The “Menu Style” option allows you to print only the email that you have selected. This is useful when you want to focus on a specific message and have a physical copy of it for reference or record-keeping.

On the other hand, the “Table Style” option enables you to print the entire inbox list, which includes all the emails.

This can be helpful if you need a printed overview of your inbox, perhaps for organizing your emails, keeping a hard copy for archiving purposes, or reviewing multiple messages at once.

Each of these print styles serves different purposes, and you can choose the one that best suits your needs depending on the situation.

How to Print an Email from NEW Outlook

The new Outlook has recently been introduced, and its interface is entirely similar to Outlook on the web. The functionality and process for executing a print are also similar to Outlook on the web.

Let’s check out the step-by-step method for taking a printout in the new Outlook.

Open the new Outlook and select the folder where your desired email is located, for instance, the inbox.

Now select your email, and from the ribbon above, you will see a “Print” option. Click on it, and you will be redirected to the print setup.

Keyboard Shortcut: The second option is to simply use the keyboard shortcut “Ctrl + P” to access the print setup directly.

You can also double-click on the email to open it in a separate window. From there, you can select the print option available above the ribbon, which will redirect you to the print options.

Print Options

When you click on the “Print” option in the new Outlook, the available options are quite similar to those in other versions. In the left navigation section, you can select the printer you wish to use.

Additionally, you can choose the specific page numbers you want to print, the number of copies you need, and the layout of the printout.

Other options include selecting the page size, adjusting margins, and choosing the page color to customize your printout further.

One important feature at the end of the print settings is the “Show headers and footers” option.

When you check this box, the print preview will include headers and footers. The header typically contains the date and time, along with the email address from which you received the email.

In the footer, you will find the URL of the email. If you uncheck this option, both the header and footer will be removed from the printout, providing a cleaner look to your printed document.

Quick Print

Quick Print is an alternative method in Outlook Classic that allows users to print an email message with just one click. It bypasses all the usual settings and directly sends the document to the printer.

To use Quick Print, you need to select your email message, right-click on it, and choose “Quick Print” from the options.

Once you click on it, your document will automatically be sent to your printer, and you will receive a hard copy.

Quick Print works based on the default settings you have already configured for your printer.

Printer on Quick Access Toolbar

CTRL + P is a widely recognized keyboard shortcut used in all three versions of Outlook (Outlook Web, Outlook Classic, and the new Outlook) to initiate the print command quickly.

However, some users prefer to use the Quick Access Toolbar, which is located at the top left corner of the Outlook interface.

The Quick Access Toolbar contains multiple operational icons that execute specific actions with just a click.

This toolbar is designed to provide easy access to frequently used functions, helping users avoid navigating through longer steps.

To add a printer icon to the Quick Access Toolbar, follow these steps:

  1. Click on the small downward arrow at the end of the Quick Access Toolbar to open the customization menu.
  2. From the dropdown menu, select “More Commands.
  3. In the “Outlook Options” dialog box that appears, choose “Quick Access Toolbar” from the list on the left.
  4. In the “Choose commands from” dropdown, select “All Commands.”
  5. Scroll through the list of commands and find “Print” or “Quick Print” (depending on your preference).
  6. Select the “Print” or “Quick Print” command and click the “Add >>” button to add it to the Quick Access Toolbar.
  7. Click “OK” to save your changes and close the dialog box.

Now, the printer icon will be visible on your Quick Access Toolbar, allowing you to initiate printing with a single click.

Important points to remember

When printing an email in Outlook Web, Outlook Classic, and the new Outlook, there are several important points to remember:

  1. Check the Print Preview: Before printing, always check the print preview to ensure that the email is formatted correctly and includes all necessary information.
  2. Select the Correct Printer: Make sure you have selected the correct printer in the print settings, especially if you have multiple printers connected to your system.
  3. Configure Print Settings: Adjust the print settings according to your needs, such as paper size, orientation, and margins. In Outlook Classic and the new Outlook, you can also choose between different print styles.
  4. Print Selection: If you only want to print a specific part of an email, you can highlight the text and choose the “Print Selection” option in the print dialog.
  5. Enable Background Graphics: If your email contains images or background colors that you want to include in the printout, make sure to enable background graphics in the print settings.
  6. Check for Attachments: If the email has attachments that you need to print, you may have to open and print them separately, as they might not be included in the email printout.
  7. Use Quick Print in Outlook Classic: If you are using Outlook Classic, you can use the Quick Print feature to print an email with just one click, using the default printer settings.
  8. Save as PDF: If you want to save the email as a PDF instead of printing it, you can use the “Print to PDF” option in the print dialog.
  9. Double-Sided Printing: If you want to save paper, consider using double-sided printing if your printer supports it.
  10. Print Test Page: If you are unsure about the print settings or the printer’s performance, print a test page before printing the actual email.

By keeping these points in mind, you can ensure that your email printouts from Outlook Web, Outlook Classic, and the new Outlook are accurate and meet your requirements.

Wrap Up

In conclusion, printing an email in Outlook is a straightforward process.

Whether you’re using Outlook Web, Outlook Classic, or the new Outlook, you can easily access the print options through the print button or by using the Ctrl + P keyboard shortcut.

Customize your print settings to suit your needs, such as selecting the printer, choosing the number of copies, and adjusting the layout.

Remember to preview your printout before finalizing it to ensure everything is in order. With these simple steps, you can efficiently print your emails in Outlook without any hassle.

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Amit Bansal

Hello, my name is Amit Kumar Bansal, and I am the founder of MailSmartly.com. Through this blog, I focus on Microsoft Outlook, offering insightful and informative content. Additionally, I produce educational videos on YouTube to further enhance the understanding of my audience. visit my YouTube Channel

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