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How to print an email from Outlook

Quick Answer

To print an email in Outlook, open the email and press Ctrl+P or go to File > Print. In Outlook web, click the three-dot menu (...) and select Print. You can customize print settings to include or exclude headers, attachments, and other elements before printing.

What You'll Learn

  • How to print emails in Outlook desktop and web versions
  • Methods to print without headers and unnecessary elements
  • Steps to print email attachments directly from Outlook
  • How to print calendar events and contact lists
  • Solutions for common printing issues like blank printouts

Printing Emails in Outlook Desktop

Outlook desktop offers the most comprehensive printing options for your emails. Here's how to access and use these features effectively.

Method 1: Using the File Menu

  1. Open the email you want to print by double-clicking it
  2. Click on File in the top menu bar
  3. Select Print from the dropdown menu
  4. Choose your printer and adjust settings as needed
  5. Click Print to start printing

Method 2: Using Keyboard Shortcut

  1. Select or open the email you want to print
  2. Press Ctrl+P on your keyboard
  3. The print dialog will open automatically
  4. Configure your print settings and click Print

Pro Tip

You can print multiple emails at once by selecting them in your inbox (hold Ctrl while clicking) and then pressing Ctrl+P. Each email will print on a separate page.

Printing Emails in Outlook Web

Outlook's web version provides a streamlined printing experience through your browser's print functionality.

  1. Open your email in Outlook web (outlook.com or outlook.office.com)
  2. Click on the email to open it in the reading pane
  3. Look for the three-dot menu (...) at the top of the email
  4. Click the three dots and select Print from the dropdown
  5. Your browser's print dialog will open
  6. Adjust settings and click Print

The web version automatically optimizes the email layout for printing, removing unnecessary web interface elements while preserving the email content and formatting.

How to Print Without Headers and Extra Elements

Sometimes you want a clean printout without email headers, timestamps, or other metadata. Here's how to achieve this in both versions.

In Outlook Desktop:

  1. Open the email and go to File > Print
  2. Click on Print Options or Page Setup
  3. Uncheck options like "Print attached files" or "Print page headers"
  4. In the Format section, select Memo Style for minimal formatting
  5. Click OK and then Print

In Outlook Web:

  1. After clicking Print from the three-dot menu
  2. In the browser print dialog, click More settings
  3. Uncheck Headers and footers
  4. Select More or Custom in margins for cleaner layout
  5. Proceed with printing

Printing Email Attachments

You can print attachments directly from Outlook without downloading them separately to your computer.

For Individual Attachments:

  1. Open the email containing attachments
  2. Right-click on the attachment you want to print
  3. Select Quick Print for immediate printing
  4. Or choose Print to access print settings first

For All Attachments:

  1. Go to File > Print while viewing the email
  2. Check the box for Print attached files
  3. All supported attachments will print after the email

Important Note

Only printable file formats (PDF, Word documents, images) will print directly. Other file types may need to be opened in their respective applications first.

Printing Calendar Events and Contact Lists

Outlook's printing capabilities extend beyond emails to include calendar events and contact information.

Printing Calendar Events:

  1. Navigate to the Calendar section in Outlook
  2. Select the calendar view you want (Daily, Weekly, Monthly)
  3. Go to File > Print or press Ctrl+P
  4. Choose from various calendar print styles
  5. Click Print Preview to review before printing

Printing Contact Lists:

  1. Go to the People or Contacts section
  2. Select the contacts you want to print (or Ctrl+A for all)
  3. Press Ctrl+P to open print options
  4. Choose between card style or table style layouts
  5. Adjust settings and print

Troubleshooting Blank Printouts

If your Outlook emails are printing blank pages, try these solutions to resolve the issue.

Common Solutions:

  1. Check printer connection: Ensure your printer is properly connected and has paper and ink
  2. Update printer drivers: Download the latest drivers from your printer manufacturer's website
  3. Clear print queue: Cancel any pending print jobs and restart the print spooler service
  4. Try different print style: In Outlook, change from Table Style to Memo Style in print options
  5. Print to PDF first: Use "Microsoft Print to PDF" to test if the issue is with your physical printer
  6. Restart Outlook: Close and reopen Outlook, then try printing again

Advanced Fix

If problems persist, try printing from Outlook in Safe Mode. Hold the Windows key + R, type "outlook /safe" and press Enter. Then attempt to print your email.

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