Memo style printing in Outlook formats your messages for compact, paper-saving output. If you’re wondering how to change memo style printing in outlook, you’ve come to the right place. This guide walks you through every step, from accessing print settings to customizing layouts. By the end, you’ll print emails exactly how you want—clean, efficient, and professional.
Understanding Memo Style Printing In Outlook
Memo style is a default print option in Outlook. It strips away extra elements like headers, footers, and graphics. Instead, it shows only the message body, sender, date, and subject in a neat, compact format. This style saves paper and ink, making it ideal for internal memos or quick reference prints.
But sometimes the default memo style doesn’t fit your needs. Maybe you want to include attachments, change font size, or add a custom header. That’s where knowing how to change memo style printing in outlook becomes essential.
Why You Might Need To Change Memo Style
There are several reasons to tweak memo style settings:
- You need to print multiple emails on one page.
- The default font is too small or too large.
- You want to include or exclude attachment details.
- You prefer a different paper orientation (portrait vs. landscape).
- You need to add a company logo or custom footer.
Each of these adjustments falls under the umbrella of changing memo style printing. Let’s break down the exact steps.
How To Change Memo Style Printing In Outlook
Follow these steps to modify memo style settings in Outlook. The process works for Outlook 2016, 2019, 2021, and Microsoft 365. Note that slight variations exist between versions, but the core steps remain the same.
Step 1: Open The Email You Want To Print
First, select the email message in your inbox. Double-click it to open it in a separate window. This is important because the memo style option is only available when printing from the message window, not from the preview pane.
Step 2: Access The Print Dialog
With the email open, press Ctrl + P on your keyboard. Alternatively, click File in the top-left corner, then select Print. The print dialog appears, showing a preview of your email.
Step 3: Choose Memo Style
In the print dialog, look for the Settings section. Under the dropdown menu that says “Print Style,” select Memo Style. If you don’t see it, click the dropdown arrow to reveal all options. Memo style is usually the second option after “Table Style.”
Step 4: Access Advanced Memo Style Settings
To change specific elements, click the Print Options link (usually at the bottom of the Settings section). A new window opens titled “Print.” Here, click the Define Styles button. This opens the “Define Print Styles” dialog box.
In the “Define Print Styles” window, select Memo Style from the list. Then click the Edit button. Now you can customize the style.
Step 5: Customize The Memo Style
The “Edit Memo Style” window has three tabs: Format, Paper, and Header/Footer. Each tab controls different aspects of the printout.
Format Tab
Under the Format tab, you can adjust:
- Fonts: Change the font type, size, and color for the message body, headings, and date.
- Layout: Choose to include or exclude the message header (sender, date, subject). You can also decide whether to print the email’s attachments or not.
- Shading: Add or remove background shading for the header.
For example, if you want larger text, increase the font size for the body. If you don’t need attachment details, uncheck “Print attachments.”
Paper Tab
The Paper tab controls physical page settings:
- Paper size: Choose Letter, A4, or custom sizes.
- Orientation: Select Portrait (vertical) or Landscape (horizontal).
- Margins: Adjust top, bottom, left, and right margins.
- Page per sheet: Print multiple pages on one sheet to save paper.
If you want to print two emails on one page, set “Pages per sheet” to 2. This is a common tweak for saving paper.
Header/Footer Tab
This tab lets you add custom text to the top or bottom of each printed page:
- Header: Add a company name, date, or custom text.
- Footer: Add page numbers, confidentiality notices, or a URL.
You can use predefined codes like &[Page] for page numbers or &[Date] for the current date. This is useful for professional documents.
Step 6: Save And Apply Changes
After making your adjustments, click OK to close the “Edit Memo Style” window. Then click Close in the “Define Print Styles” window. Finally, click Print in the main print dialog to print with your new settings.
Your changes are saved for future print jobs. Next time you print an email using memo style, Outlook will use your customized settings.
Common Memo Style Printing Issues And Fixes
Sometimes changing memo style doesn’t work as expected. Here are common problems and solutions.
Memo Style Option Missing
If you don’t see Memo Style in the print dialog, you might be using the preview pane. Always open the email in its own window first. Also, check that you’re using a supported Outlook version. Some older versions have limited print styles.
Changes Not Saving
If your customizations revert after closing Outlook, try these steps:
- Make sure you click OK in every dialog box before printing.
- Close and reopen Outlook to force the settings to save.
- Check if your IT department has locked print settings. If so, contact your admin.
Print Preview Shows Wrong Layout
The print preview might not always reflect your changes immediately. Try closing the print dialog and reopening it. If the issue persists, restart Outlook.
Font Changes Not Applying
Some font changes only affect the message body, not the header. Make sure you’re editing the correct font section in the Format tab. Also, check that you’re not overriding fonts with a default printer setting.
Advanced Memo Style Customizations
For power users, there are additional tweaks beyond the basic settings.
Using VBA To Change Memo Style
If you need to apply memo style changes to multiple emails at once, you can use a VBA macro. Here’s a simple example:
- Press Alt + F11 to open the VBA editor.
- Insert a new module and paste this code:
Sub ChangeMemoStyle()
Dim objMail As MailItem
Set objMail = Application.ActiveExplorer.Selection(1)
objMail.PrintOut
End Sub
This macro prints the selected email using the default memo style. You can modify it to change specific settings. However, VBA requires some coding knowledge. Use it carefully.
Creating A Custom Print Style
Outlook allows you to create entirely new print styles. In the “Define Print Styles” window, click Copy to duplicate an existing style. Then rename it and customize as needed. This way, you can have multiple memo styles for different purposes—one for internal memos, another for client emails.
Memo Style Vs. Other Print Styles
Understanding the differences helps you choose the right style.
| Style | Best For | Key Features |
|---|---|---|
| Memo Style | Compact, paper-saving prints | Minimal formatting, no graphics |
| Table Style | Printing multiple emails in a list | Shows subject, sender, date in a table |
| Plain Style | Simple text-only output | No headers, just the message body |
Memo style is the most customizable for individual emails. Table style is better for printing a list of messages. Plain style is for quick, no-frills prints.
Tips For Better Memo Style Printing
Here are practical tips to get the most out of memo style.
- Preview before printing: Always check the print preview to avoid wasting paper.
- Use landscape for wide tables: If your email contains a table, landscape orientation fits better.
- Reduce margins: Smaller margins let you fit more text on each page.
- Print in grayscale: If color isn’t needed, set your printer to grayscale to save ink.
- Save as PDF first: If you’re unsure about the layout, print to PDF first to review.
These small adjustments can make a big difference in readability and paper usage.
Frequently Asked Questions
How Do I Change Memo Style Printing In Outlook To Include Attachments?
In the Edit Memo Style window, go to the Format tab. Under Layout, check the box that says “Print attachments.” This includes attachment names and sizes in the printout. Note that the actual attachment content won’t print—only the details.
Can I Change Memo Style Printing In Outlook For All Emails At Once?
Yes, once you edit the memo style, the changes apply to all future prints using that style. However, you cannot batch-print multiple emails with different styles in one go. You need to print each email individually.
Why Is My Memo Style Printing In Outlook Not Saving Font Changes?
This usually happens if you close the print dialog without clicking OK. Always confirm changes in every window. Also, check if your Outlook profile is corrupted. Try creating a new profile if the issue persists.
How Do I Reset Memo Style Printing In Outlook To Default?
Go to the Define Print Styles window, select Memo Style, and click Reset. This reverts all customizations to the original settings. If the Reset button is grayed out, delete the style and recreate it using the default template.
Can I Use Memo Style Printing In Outlook On Mac?
Outlook for Mac has different print options. The memo style is not available in the same way. On Mac, you can use the “Print” dialog and select “Plain” or “Table” style. For memo-like output, choose “Plain” and adjust margins in the print settings.
Final Thoughts On Memo Style Printing
Knowing how to change memo style printing in outlook gives you control over your email prints. Whether you need larger fonts, custom headers, or paper-saving layouts, the steps are straightforward. Start by opening the email, accessing the print dialog, and editing the style. Save your changes, and you’re set.
Remember to preview before printing. Test your settings with a single email first. If something doesn’t look right, go back and adjust. With a little practice, you’ll customize memo style to match your exact preferences.
Printing emails doesn’t have to be a hassle. With these tips, you can produce clean, professional printouts every time. So go ahead—open Outlook, pick an email, and start customizing your memo style today.