How To Print An Outlook Email

Printing an Outlook email is straightforward once you locate the Print button in the file menu or ribbon. Knowing how to print an Outlook email efficiently can save you time, paper, and frustration. Whether you use Outlook on Windows, Mac, or the web version, this guide covers every method with clear steps.

You might need a physical copy for a meeting, a record for your files, or just a quick reference. Whatever the reason, printing an email doesn’t have to be a hassle. Let’s walk through the process step by step, starting with the most common versions.

The core method for printing an email in Outlook is the same across most versions. You open the email, go to the File menu or Print option, and choose your settings. But the exact location of these buttons can vary slightly depending on your Outlook version.

Below, we break down the steps for Outlook 365, Outlook 2019, 2016, and the web app. Each section includes screenshots-like descriptions to help you find the right button quickly.

Printing In Outlook 365 And Outlook 2019

Outlook 365 and 2019 share a very similar interface. The Print command is located in the File menu, which is the top-left tab. Here is the exact sequence:

Open the email you want to print by double-clicking it.
Click the File tab in the upper-left corner of the window.
In the left sidebar, click Print. You will see a preview of your email on the right.
Under the Settings section, choose your printer, page orientation, and other options.
Click the big Print button at the top.

Thats it. The email prints exactly as it appears in the preview. If you want to print only the selected text, highlight it before clicking File > Print, then choose “Print Selection” from the settings.

A common mistake is clicking the Print icon in the Quick Access Toolbar. That icon prints without showing the preview or settings, so use the File menu method for more control.

Printing In Outlook 2016 And Older Versions

Outlook 2016 and older versions (like 2013 or 2010) have a similar process but with a slightly different layout. The Print button is still in the File menu, but the preview might look different.

Double-click the email to open it in its own window.
Click File in the top-left corner.
Select Print from the menu. You will see a print preview on the right side.
Adjust settings like printer, copies, and page range.
Click Print to send it to the printer.

In Outlook 2010, the Print button is also accessible via the ribbon. Click the File tab, then Print, and you’ll see a large Print button at the top of the preview pane. The steps are nearly identical to the newer versions.

One tip: if you print multiple emails at once, select them in your inbox (hold Ctrl and click each one), then go to File > Print. Outlook will print each email on a separate page.

Printing In Outlook For Mac

Outlook for Mac has a slightly different interface, but the process is just as simple. The Print command is under the File menu, just like on Windows.

Open the email by double-clicking it.
Click File in the menu bar at the top of the screen.
Select Print from the dropdown menu. A print dialog box will appear.
Choose your printer, number of copies, and page range.
Click Print to finish.

On Mac, you can also use the keyboard shortcut Command + P to open the print dialog directly. This works whether the email is open or you have it selected in the list.

One difference on Mac: the print preview might not show the email content in the dialog box. Instead, you’ll see a generic preview. Dont worry—the printed output will be correct.

Printing In Outlook On The Web (Outlook.com)

If you use Outlook on the web (like Outlook.com or Office 365 webmail), the Print button is in a different spot. It’s not in the File menu because there is no File menu in the web version.

Open the email by clicking on it in your inbox.
Look for the three dots (More actions) icon in the toolbar above the email.
Click the three dots, then select Print from the dropdown menu.
A new browser tab will open with a print-friendly version of the email.
In that new tab, click the Print button (or use Ctrl+P) to send it to your printer.

Alternatively, you can use the keyboard shortcut Ctrl+P (or Cmd+P on Mac) while viewing the email. This will open the browser’s print dialog directly, skipping the extra tab.

The web version prints the email with minimal formatting, which is usually fine for most needs. If you need to print attachments, you’ll have to download them first and print them separately.

Advanced Printing Options

Sometimes you need more than just a basic print. Maybe you want to print only the body, or include attachments, or change the font size. Outlook offers several advanced options to customize your printout.

Printing Only The Selected Text

If you don’t need the entire email, you can print just a portion. This is useful for printing a specific paragraph or a list of items.

Open the email and highlight the text you want to print.
Go to File > Print (or use Ctrl+P).
In the Settings section, click the dropdown that says “Print all linked documents” or “Print all pages.”
Select Print Selection from the list.
Click Print.

Note: The “Print Selection” option only appears if you have text highlighted before opening the print dialog. If you don’t see it, go back and highlight the text again.

Printing Attachments With The Email

By default, Outlook does not print attachments along with the email. To include them, you have a few options:

Print attachments separately: Open each attachment (like a PDF or Word doc) and print it from its own program.
Save attachments first: Save them to your computer, then print them from File Explorer or your default app.
Use a third-party add-in: Some add-ins can print attachments inline with the email, but these are not built into Outlook.

For most users, saving and printing attachments individually is the simplest method. Just right-click the attachment in the email, select “Save As,” and then print it from the saved location.

Changing Print Styles And Layout

Outlook lets you choose from several print styles. These control how the email looks on paper. To access them:

Open the email and go to File > Print.
In the Settings section, click the dropdown that shows the current style (like “Memo Style” or “Table Style”).
Choose from options like:
- Memo Style: Prints the email with headers like From, To, Subject, and the body.
- Table Style: Prints the email in a table format, useful for calendar items.
- Plain Style: Prints only the body text without headers.
Click Print after selecting your style.

Experiment with different styles to see which one gives you the cleanest printout. Memo Style is the most common and works well for most emails.

Printing Multiple Emails At Once

If you need to print several emails, you don’t have to do them one by one. Outlook allows batch printing.

In your inbox, hold down the Ctrl key (or Cmd on Mac) and click each email you want to print.
With all the emails selected, go to File > Print.
Outlook will print each email on a separate page. You can adjust settings like number of copies before printing.

Be careful: if you select too many emails, you might print hundreds of pages. Always check the page count in the preview before hitting Print.

Troubleshooting Common Print Issues

Even with the right steps, things can go wrong. Here are some common problems and how to fix them.

Print Button Is Grayed Out Or Missing

If the Print button is grayed out, it usually means no printer is detected. Check these:

Make sure your printer is turned on and connected to your computer.
Check if the printer is set as the default printer in Windows Settings.
Restart Outlook and try again.

If the Print button is missing entirely, you might be using a corrupted Outlook profile. Try creating a new profile in Control Panel > Mail > Show Profiles.

Email Prints With Wrong Formatting

Sometimes the printed email looks different from what you see on screen. This can happen due to:

HTML vs plain text: If the email is in HTML, it might not print well. Try switching to plain text view before printing.
Zoom settings: In the print preview, adjust the zoom or scaling to fit the page.
Page margins: Change the margins in the print settings to avoid cut-off text.

If the problem persists, copy the email content into Word and print from there. This gives you full control over formatting.

Only Part Of The Email Prints

If only the top portion of the email prints, it might be a page break issue. Try these fixes:

In the print settings, change the page orientation to Landscape.
Reduce the font size in the email before printing.
Use the “Print Selection” option if you only need a specific part.

Another cause is that the email contains a large image or table that pushes content off the page. Try removing the image or table before printing.

Keyboard Shortcuts For Faster Printing

If you print emails often, learning the keyboard shortcuts can save you time. Here are the most useful ones:

Ctrl+P (Windows): Opens the print dialog directly from any open email.
Cmd+P (Mac): Same function for Outlook on Mac.
Ctrl+Shift+P (Windows): Opens the print dialog without the preview pane in some versions.
Alt+F, then P (Windows): Opens the File menu and selects Print.

These shortcuts work in most versions of Outlook, including the web version (though the web version uses the browser’s print dialog).

Frequently Asked Questions

Can I Print An Outlook Email Without Opening It?

Yes, you can print an email without opening it. Select the email in your inbox by clicking it once, then press Ctrl+P (or go to File > Print). Outlook will print the email using the default settings. However, you won’t see a preview unless you open it first.

How Do I Print An Email With All Its Attachments?

Outlook does not print attachments automatically. You need to save each attachment to your computer and print it separately. Alternatively, you can open the attachment from the email and print it from its own program (like Adobe Reader for PDFs).

Why Does My Printed Outlook Email Look Different From The Screen?

This usually happens because of formatting differences between the screen and printer. Try changing the print style to “Plain Style” or “Memo Style” to simplify the layout. Also, check your printer’s settings for scaling or margins.

Can I Print Multiple Emails At Once In Outlook?

Yes, you can print multiple emails at once. Hold down the Ctrl key (or Cmd on Mac) and click each email you want to print. Then go to File > Print. Each email will print on a separate page.

How Do I Print An Email From Outlook On My Phone?

On the Outlook mobile app (iOS or Android), open the email and tap the three dots in the top-right corner. Select Print from the menu. Your phone will show a print preview, and you can send it to a wireless printer or save it as a PDF.

Final Tips For Printing Outlook Emails

Printing an Outlook email is a simple task once you know where the buttons are. Always check the print preview before printing to avoid wasting paper. If you print frequently, consider setting up a default printer and using keyboard shortcuts for speed.

Remember that the web version and desktop version have different Print button locations. On the desktop, it’s in the File menu. On the web, it’s under the three-dot menu. Bookmark this guide for quick reference when you need it.

If you run into issues, the troubleshooting section above covers most common problems. And if all else fails, you can always copy the email content into a Word document and print from there. That gives you full control over formatting and layout.

Printing emails doesn’t have to be a chore. With these steps, you can get a clean, professional printout every time. Whether you’re printing a single message or a batch of emails, Outlook gives you the tools to do it efficiently.

Now go ahead and try it. Open an email, hit Ctrl+P, and see how easy it is. You’ll be a pro at printing Outlook emails in no time.