How to Print Email from Outlook: Step by Step Guide

How to Print Email from Outlook - Quick Steps

1. Open Microsoft Outlook
2. Click on "File"
3. Select "Print" Tab
4. Click "Printing Option"
5. Select Page Range >> Number of Copies
6. Click "Print" button

Printing emails in Microsoft Outlook is essential for keeping hard copies, maintaining records, and sharing important communications. Whether you are using Outlook 365, Outlook 2019, 2016, Outlook Web App (OWA), or Outlook Mobile, knowing how to print emails and attachments efficiently can enhance your productivity.

This step-by-step guide will show you how to print emails from Outlook on Windows, Mac, Outlook Web, and Mobile. We’ll also cover how to print emails without headers, save Outlook emails as PDFs, and fix common printing issues.

How to Print Emails from Outlook Web App (OWA)

If you're using Outlook on a web browser, you can easily print an email with a few clicks. Follow these steps to print emails directly from Outlook Web App (OWA).

Step 1: Sign into Outlook on the Web

• Open your preferred web browser and go to https://outlook.live.com/mail/
• Log in with your Microsoft email credentials.

Step 2: Open the Email You Want to Print

• Navigate to your Inbox and click on the email you want to print.
• Click on the three-dot menu (•••) in the upper-right corner.

Step 3: Click the "Print" Option & Adjust Print Settings

• Select "Print" from the menu.
• A preview window will open, displaying how your email will appear when printed.

Step 4: Choose Printer Preferences & Print

• Select your printer, adjust the number of copies and page range.
• Click "Print" to finalize and print your email.

Tip: If you need to print an email without the header, copy and paste the content into a document and print it separately.

How to Print an Email from Microsoft Outlook Desktop (Windows & Mac)

If you're using the Outlook desktop app, follow these steps to print an email with complete control over formatting and page settings.

Step 1: Launch Microsoft Outlook on Your Computer

• Open Microsoft Outlook on your Windows or Mac device.
• Navigate to your Inbox and select the email you want to print.

Step 2: Go to "File" and Select "Print"

• Click the "File" tab located in the top-left corner.
• Select "Print" from the options.

Step 3: Customize Printing Preferences in Outlook

• Click on "Print Options" to adjust settings like:
  • Page Range (All, Current Page, Custom Selection)
  • Number of Copies
  • Paper Size & Layout
• Choose your preferred printer from the dropdown list.

Step 4: Click "Print" to Generate Hard Copy

After adjusting your settings, click "Print" to print the selected email.

Step 5: Select Pages, Number of Copies and Click "Next"

In the Print section, you will observe all the details related to the printing such as Page Range, Copies, and so on so just select the Page range you want to print and enter the number of copies you want to print. After entering all the details click on the "Print" button to print the email you selected.

Pro Tip: If you want to print only the body of an email without the header, use the Reply Feature or a Text Editor (explained below).

How to Print Outlook Emails Without Header & Sender Details

Sometimes, you may want to print only the email body without sender details, timestamps, or subject lines. Use these methods to remove headers before printing.

Method 1: Using the Reply Feature to Remove Headers

This method is ideal if you want a quick way to remove headers before printing. By using the reply feature, you can easily delete unwanted details before proceeding with printing.

Step 1: Select Email and Click the Reply Button

To print your email with the reply feature, select your desired email and click on the Reply button present in the toolbar.

Step 2: Remove the Header and click on the "File" Option

Now remove all the headers you want and click on the "File" Option present on the left side of the window.

Step 3: Select "Print" Tab

After clicking on the "File" option click on the Print tab to continue printing.

Step 4: Click "Print" Option

Now click on the "Print Option" to view the printing options.

Step 5: Select No. of Copies, Pages Range, and Click the "Print" option

In this step, you have to set the page range and no. of copies if you want and then you can click on the "Print" button to print the email.

Method 2: Using a Text Editor Like Notepad or Word

This method is best if you need more formatting control before printing. By saving the email as a text file, you can edit and customize it before printing.

Step 1: Open your Email and Click on "File Option"

First, open your email by clicking on it and then click on the "File Option".

Step 2: Select "Save As" Tab

Now select the save as tab to save the file on your computer so that you can print it by using your text editor.

Step 3: Give the File Name and Click on the "Save" button

Now save your email in your computer by giving a name to your file and click on the "Save" button to save the file.

Step 4: Open Your Text Editor then Open Email Saved and Print the File

Now open your file saved in the text editor you want and print it by clicking the "Ctrl + P" button on your keyboard.

How to Print an Email from Outlook Mobile App

If you're using the Outlook mobile app on Android or iPhone, you can print emails on the go with these simple steps.

Step 1: Open the Outlook App

• Launch the Outlook app on your iPhone or Android phone.

Step 2: Select Email

• Navigate to your Inbox and tap on the email you want to print.

Step 3: Open the Email Options & Access Print Settings

• Tap on the three-dot menu (•••) in the top-right corner.
• Select "Print" from the menu options.

Step 4: Choose a Printer & Adjust Print Preferences

• Select your printer (Wi-Fi or Bluetooth-connected).
• Adjust settings like page size, layout, and number of copies.

Step 5: Click "Print" to Complete the Process

Now all the pages that are present in email will appear on the screen, just select the number of copies and page size and start printing.

Pro Tip: If the print option is not visible, save the email as a PDF first and print it using your device’s file manager.

How to Print Email Attachments in Outlook

Printing attachments from Outlook requires additional steps depending on the file type (PDF, Word, Images & More). Follow these methods to print attachments seamlessly.

Method 1: Using Quick Print in Outlook

• Open the email containing the attachment.
• Right-click the attachment and select "Quick Print".
• The file will open in its default application (Word, PDF Viewer, etc.).
• Click "Print" from the respective application.

Method 2: Saving Attachments Before Printing

• Open the email and download the attachment to your computer.
• Open the file using the appropriate software.
• Click "File" > "Print" and follow the usual steps.

Pro Tip: If you need to print multiple attachments, use the "Save All Attachments" feature to organize and print them together.

Troubleshooting Common Outlook Printing Issues

If you’re facing problems printing emails in Outlook, here are quick fixes for common issues.

Issue 1: Outlook Print Button Not Working

• Restart Outlook and your printer.
• Ensure your printer is connected and set as default.

Issue 2: Outlook Not Printing Attachments

• Download the attachment before printing.
• Check for security settings blocking the file.

Issue 3: Can’t Print from Outlook Web App

• Use Google Chrome, Edge, or Firefox instead of Safari.
• Disable browser extensions or ad blockers that might interfere.

Conclusion

Printing emails in Microsoft Outlook is a quick and effective way to keep physical records of important conversations. Whether you’re using Outlook on a desktop, web browser, or mobile device, following the steps outlined in this guide will help you print emails seamlessly and without formatting issues. From printing emails with attachments to removing headers for a clean printout, Outlook offers multiple options to customize your printing experience. Additionally, if you encounter any printing errors or missing print options, troubleshooting tips can quickly resolve the issue.

By mastering these Outlook printing techniques, you’ll be able to stay organized, enhance productivity, and ensure you have hard copies of crucial emails whenever needed.