How to Print an Email in Outlook? Simple Step Guide

Printing an email in Outlook is a straightforward process, but it requires understanding the various options available for different Outlook versions and formats. Whether you’re using Outlook on a desktop application, web browser, or mobile device, the steps can differ slightly. Here’s a comprehensive guide to printing emails in Outlook, ensuring you achieve the best results.

Printing an Email in Outlook Desktop Application

For many, the desktop application remains the most commonly used version of Outlook. Here’s how you can print an email:

  1. Open Outlook: Launch the Outlook application on your computer.
  2. Select the Email: Navigate to your inbox and select the email you wish to print.
  3. Open the Email: Double-click the email to open it in a new window. This step is crucial as it allows access to more detailed print settings.
  4. Access Print Options: Click on the File menu in the top-left corner of the window, then select Print from the menu that appears. Alternatively, you can use the shortcut Ctrl + P.
  5. Choose a Printer: In the print settings window, select the printer you want to use. Ensure the printer is connected and turned on.
  6. Adjust Settings: Here, you can adjust the number of copies, pages to print, and other preferences.
  7. Print: Click the Print button to send the email to your selected printer.

Printing an Email in Outlook Web

The Outlook Web version offers a slightly different process:

  1. Open Outlook Web: Log in to your Outlook account using your preferred web browser.
  2. Select the Email: Browse to your inbox and click on the email you wish to print.
  3. Access Print Menu: With the email open, look for the three dots (...) in the upper-right corner of the email pane. Click it and select Print from the dropdown menu.
  4. Printer Selection: This action opens your browser’s print dialog. Select your printer from the list and adjust settings as needed.
  5. Print: Click the Print button in the dialog box to proceed with printing.

Printing an Email in Outlook Mobile

Outlook mobile apps for iOS and Android also support printing:

  1. Open the Outlook App: Launch the app on your smartphone.
  2. Select the Email: Tap on the email you want to print to open it.
  3. Open Options Menu: Tap on the three dots (...) typically located in the upper or lower-right corner of the screen.
  4. Select Print: Scroll through the options and tap on Print.
  5. Choose a Printer: If prompted, select your printer. You might need a cloud-based printer or a printer connected through a printing service like Google Cloud Print or Apple’s AirPrint.
  6. Adjust and Print: Make any necessary adjustments and then tap Print.

Conclusion

Printing emails from Outlook is a crucial function for both personal and professional purposes, enabling users to create physical copies of important communications. Regardless of whether you’re using Outlook on a desktop, web browser, or mobile device, the process remains intuitive and user-friendly. Always ensure your printer is properly connected and configured for the best results.

By understanding the specific steps involved for each platform, you can efficiently manage your email printing needs, preserving vital information or sharing it as necessary. This versatility in printing emails reflects Outlook’s commitment to providing a comprehensive and accessible experience across various devices and user preferences.