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How To Print Email With Attachments? The Complete Guide

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Printing emails with attachments doesn’t have to be a hassle; let amazingprint.net guide you through the simple steps to get those important documents on paper. Whether you’re using New Outlook, Classic Outlook, or Outlook on the web, we’ll show you exactly how to print your emails and their attachments, ensuring you never miss a crucial detail. Discover efficient printing solutions and elevate your document management process.

1. Why Print Emails With Attachments?

There are many reasons why someone might need to print an email along with its attachments. Knowing these can help tailor the printing approach to meet specific needs.

  • For Record Keeping: Many individuals and businesses prefer physical copies of important emails and attachments for record-keeping purposes. Printed documents can be easier to reference and manage, especially in industries that require maintaining paper trails for compliance.
  • Accessibility: Not everyone has constant access to digital devices or reliable internet. Printing emails and attachments ensures that the information is accessible anytime, anywhere, without needing electronic devices.
  • Legal and Compliance: In legal and compliance contexts, printed documents can serve as official records. Physical copies are often required for audits, legal proceedings, and regulatory submissions.
  • Review and Annotation: Printing allows for easier review and annotation of documents. It’s often more convenient to read and make notes on paper, especially for lengthy or complex documents.
  • Offline Collaboration: Printed materials facilitate collaboration in meetings or workshops where digital access may be limited. Distributing printed copies ensures everyone can participate and provide feedback.
  • Backup and Security: Keeping printed copies can serve as a backup in case of data loss or system failures. Physical documents are immune to digital threats like hacking or malware.
  • Presentations: Printed attachments, such as reports or presentations, can be handed out during meetings or presentations. This allows attendees to follow along and take notes more effectively.
  • Contracts and Agreements: Printing contracts and agreements ensures that all parties have a tangible copy of the terms and conditions. Signed physical copies hold legal weight and can be essential for dispute resolution.
  • Invoicing and Financial Records: Businesses often print invoices, receipts, and other financial records for accounting and tax purposes. Physical copies help maintain organized and accessible financial documentation.
  • Educational Purposes: Students and educators may need to print emails and attachments for research, study, or classroom activities. Printed materials can be easier to highlight, annotate, and reference during learning.

2. Understanding Different Outlook Versions

Before diving into the specifics of printing emails and attachments, it’s essential to know which version of Outlook you’re using. The steps can vary significantly between the New Outlook, Classic Outlook, and Outlook on the web. Let’s break down each version:

  • New Outlook: This is the latest iteration of Outlook, designed with a modern interface and improved features. It’s often the default for new installations or upgrades.
  • Classic Outlook: Also known as Outlook Desktop, this is the traditional version of Outlook that has been around for many years. It’s typically installed as part of the Microsoft Office suite.
  • Outlook on the Web (Outlook.com): This is the web-based version of Outlook, accessible through a web browser. It’s commonly used for personal email accounts and can also be used by businesses through Microsoft 365.

3. How to Print Attachments in New Outlook

If you are using the New Outlook, here’s how to print just the attachment without printing the entire email:

  1. Open the Email: Select or open the message that contains the attachment you want to print.

  2. Access Attachment Options: Look for the attachment dropdown menu. This is usually an icon next to the attachment’s name.

  3. Choose Your Printing Method:

    • Preview: Select “Preview” to open the attachment in a preview screen. From there, select “Print” and follow the on-screen instructions.
    • Open: Select “Open” to open the file in its associated program (e.g., Word for .doc files, Adobe Reader for .pdf files). Once opened, select “Print” or press CTRL + P to print the attachment.

  4. Print: Follow the instructions in the preview screen or the associated program to print the attachment.

4. How to Print an Email in New Outlook

To print the email message itself, the process is straightforward:

  1. Select the Email: Choose the email you want to print.
  2. Print: Select the “Print” option, which is usually found in the menu or by right-clicking on the email. Alternatively, press CTRL + P.
  3. Print Settings: Adjust any print settings as needed (e.g., number of copies, printer selection) and then click “Print”.

5. Printing Tips for New Outlook

  • Default Printer: Ensure your default printer is correctly set up on your computer. This will save time when printing multiple documents.
  • File Types: If Outlook can’t preview the attachment, save it to your computer and open it with the appropriate program to print.
  • Quick Print: The “Quick Print” feature is currently unavailable in the New Outlook for Windows.
  • Alternative Printer: To send the attachment to a printer other than the default, double-click the attachment to open it, then select “Print” or press CTRL + P and choose your desired printer.

6. How to Print Attachments in Classic Outlook

Classic Outlook offers a slightly different approach to printing attachments:

  1. Open the Email: Select or open the email containing the attachment.

  2. Hover Over Attachment: Hover your mouse over the attachment.

  3. Quick Print: Select the dropdown menu next to the attachment and choose “Quick Print.”

    • The attachment is sent directly to the default printer.

7. How to Print an Email and Its Attachment in Classic Outlook

To print both the email and its attachments together:

  1. Enable Print Attached Files Option: First, you need to turn on the “Print attached files” option. This setting ensures that attachments are automatically printed with their emails.

  2. Go to File > Print: In the message list, select the email that has the attachment you want to print. Then, select “File” > “Print”.

  3. Select Print Options: Choose “Print Options”.

  4. Check the Box: Select the “Print attached files” check box.

    • Outlook will continue to print attachments with their emails until you turn off this option.

8. Printing Tips for Classic Outlook

  • Default Printer: Quick Print sends attachments only to your default printer. To print to another printer, open the attachment and select “Print” or press CTRL + P.
  • File Preview: Some files can’t be previewed and must be opened or saved before printing. Outlook will prompt you to “Open” or “Save” the attachment in such cases.
  • Alternative Printer: To send the attachment to a printer other than the default, double-click the attachment to open it, and select “Print” or press CTRL + P.

9. How to Print Attachments in Outlook on the Web (Outlook.com)

For those using Outlook on the web:

  1. Open the Email: Select or open the message with the attachment you want to print.

  2. Access Attachment Options: Use the attachment dropdown menu.

  3. Choose Your Printing Method:

    • Preview: From the Preview screen, select “Print” and follow the instructions.
    • Download: Select “Download” to save the file to your computer. Open the file in its associated program, and then select “Print” or press CTRL + P. Follow the instructions to print the attachment.

10. How to Print an Email in Outlook on the Web

To print the email message:

  1. Select the Email: Choose the email you want to print.
  2. Print: Select the “Print” option or press CTRL + P.
  3. Print Settings: Adjust any print settings as needed and click “Print”.

11. Printing Tips for Outlook on the Web

  • File Types: If Outlook can’t preview the attachment, download and save it to your computer, then open it with the appropriate program.
  • Alternative Printer: To send the attachment to a printer other than the default, double-click the attachment to open it, and select “Print” or press CTRL + P.
  • Opening Files: Some attached files must be opened before they can be printed. Outlook will prompt you to “Open” or “Save” the attachment.

12. Troubleshooting Common Printing Issues

Even with clear instructions, printing issues can arise. Here are some common problems and how to troubleshoot them:

  • Printer Not Responding:

    • Check Connections: Ensure the printer is properly connected to your computer via USB or Wi-Fi.
    • Restart Printer: Turn the printer off and then on again.
    • Update Drivers: Ensure you have the latest printer drivers installed. Visit the manufacturer’s website to download and install the newest drivers. According to research from HP, updating printer drivers resolves approximately 60% of printer connectivity issues.

  • Attachment Won’t Print:

    • File Compatibility: Ensure the file type is compatible with your computer. Open the attachment in its native program (e.g., Word for .doc files, Adobe Reader for .pdf files) and try printing from there.
    • Corrupted File: The attachment might be corrupted. Try downloading it again or asking the sender to resend it.

  • Incorrect Printer Selected:

    • Check Print Settings: Before printing, verify that the correct printer is selected in the print dialog box.

  • Print Quality Issues:

    • Ink Levels: Check the ink or toner levels in your printer. Low ink levels can result in faded or incomplete prints.
    • Print Settings: Adjust the print quality settings in the print dialog box. Selecting a higher quality setting can improve the clarity of the print.

  • Paper Jams:

    • Clear the Jam: Follow the printer’s instructions to clear any paper jams.
    • Paper Type: Ensure you are using the correct type of paper for your printer.

  • Outlook Freezes When Printing:

    • Restart Outlook: Close and reopen Outlook.
    • Update Outlook: Ensure you have the latest updates installed for Outlook.
    • Repair Outlook: Use the repair tool in the Microsoft Office suite to fix any issues with Outlook.

  • “Print Attached Files” Not Working (Classic Outlook):

    • Verify Setting: Double-check that the “Print attached files” option is still enabled in the print settings.
    • Restart Outlook: Sometimes, restarting Outlook can resolve issues with settings not being applied correctly.

  • Web Browser Issues (Outlook on the Web):

    • Clear Cache: Clear your web browser’s cache and cookies.
    • Try a Different Browser: Try printing from a different web browser to see if the issue is browser-specific.

  • Firewall or Security Software:

    • Check Settings: Ensure that your firewall or security software is not blocking Outlook from accessing the printer.

  • Print Spooler Service:

    • Restart Service: Restart the Print Spooler service in Windows. This service manages print jobs, and restarting it can resolve printing issues.
      1. Press Windows key + R to open the Run dialog box.
      2. Type services.msc and press Enter.
      3. Find the “Print Spooler” service in the list.
      4. Right-click on it and select “Restart.”

13. Optimizing Print Settings for Best Results

To get the best possible results when printing emails and attachments, consider optimizing your print settings:

  • Choose the Right Paper:

    • Type: Select the appropriate paper type for your document. For example, use plain paper for general documents and photo paper for printing photos.
    • Weight: Use a heavier paper weight for important documents that need to feel more substantial.

  • Adjust Print Quality:

    • Draft: Use draft quality for printing documents that don’t require high resolution, such as internal memos.
    • Standard: Use standard quality for general-purpose printing.
    • High: Use high quality for printing photos or documents that require the best possible resolution.

  • Select Color or Black and White:

    • Color: Use color printing for documents that contain color images or graphics.
    • Black and White: Use black and white printing for text-based documents to save on color ink.

  • Use Two-Sided Printing (Duplex):

    • Save Paper: Enable two-sided printing to print on both sides of the paper, reducing paper consumption.

  • Adjust Margins:

    • Custom Margins: Adjust the margins to fit more content on the page or to ensure that the content is properly aligned.

  • Scale the Document:

    • Fit to Page: Scale the document to fit the page if it’s too large or too small.

  • Preview Before Printing:

    • Check Layout: Always preview the document before printing to ensure that the layout is correct and that there are no errors.

14. Understanding Print File Formats

Different file formats require different approaches when printing. Understanding these can help avoid common printing pitfalls.

File Format Description Printing Considerations
PDF Portable Document Format; designed to preserve formatting across different platforms. Best for maintaining layout and formatting. Use Adobe Reader or a similar program for optimal printing.
DOC/DOCX Microsoft Word document; commonly used for text-based documents. Ensure Microsoft Word is installed for best results. Adjust margins and layout in Word before printing.
XLS/XLSX Microsoft Excel spreadsheet; used for data and calculations. Adjust print area and scaling in Excel to fit the spreadsheet on the page. Consider printing in landscape mode for wide spreadsheets.
PPT/PPTX Microsoft PowerPoint presentation; used for slideshows and presentations. Choose whether to print slides, notes, or an outline. Adjust the number of slides per page to save paper.
JPG/JPEG Joint Photographic Experts Group; a common image format. Use a photo viewer or image editing software for best quality. Adjust print size and resolution settings to avoid pixelation.
PNG Portable Network Graphics; another common image format, often used for web graphics. Similar to JPG, use a photo viewer or image editing software. PNG supports transparency, which can affect how the image prints on different backgrounds.
TXT Plain text file; contains unformatted text. Open in a text editor like Notepad. Adjust font size and margins if necessary.
HTML HyperText Markup Language; the standard language for creating web pages. Print from a web browser. Use the browser’s print preview to adjust margins and remove unwanted elements like ads or navigation menus.
CSV Comma-Separated Values; a text file where values are separated by commas, often used for exporting data from databases. Open in a spreadsheet program like Excel. Adjust column widths and scaling to fit the data on the page.
RTF Rich Text Format; a document format that supports basic formatting like fonts, styles, and images. Open in a word processor like WordPad. RTF preserves more formatting than TXT but is more compatible than DOC.

15. Printing From Mobile Devices

Printing from mobile devices offers convenience, especially when you need hard copies on the go. Here’s how to print emails and attachments from your smartphone or tablet:

  1. Using the Outlook Mobile App:

    • Open the Email: Open the Outlook app on your mobile device and navigate to the email you want to print.
    • Select Print Option: Tap the three dots (ellipsis) in the upper right corner to open the menu.
    • Choose Print: Select “Print” from the menu options.
    • Configure Settings: Adjust print settings such as printer selection, number of copies, and paper size.
    • Print: Tap the “Print” button to send the email and attachments to the selected printer.

  2. Printing Attachments:

    • Open Attachment: Open the attachment within the Outlook app.
    • Share/Open With: Tap the share icon (usually a square with an arrow pointing up) or the “Open With” option.
    • Select Printing App: Choose a printing app like “HP Smart,” “Epson iPrint,” or “Canon PRINT” if you have one installed. Alternatively, you can save the attachment to your device and print it from there.

  3. Using Cloud Printing Services:

    • Google Cloud Print: If your printer supports Google Cloud Print, you can print directly from your mobile device without needing to install printer-specific apps.
      • Add Printer: Add your printer to your Google account through the Google Cloud Print service.
      • Print: In the Outlook app, select “Print” and choose your Google Cloud Print-enabled printer.
    • AirPrint (for iOS Devices): If you have an Apple device and an AirPrint-compatible printer, you can easily print emails and attachments.
      • Ensure Compatibility: Make sure your printer is AirPrint-compatible and connected to the same Wi-Fi network as your iOS device.
      • Print: In the Outlook app, select “Print” and choose your AirPrint printer.

  4. Tips for Mobile Printing:

    • Install Printer Apps: Download and install the official printing apps from your printer manufacturer (e.g., HP Smart, Epson iPrint, Canon PRINT). These apps often provide more advanced printing options and better compatibility.
    • Check Wi-Fi Connection: Ensure that your mobile device and printer are connected to the same Wi-Fi network.
    • Adjust Print Settings: Take the time to adjust print settings such as paper size, orientation, and color mode to get the best results.
    • Save as PDF: If you encounter issues printing directly from the Outlook app, try saving the email or attachment as a PDF and then printing the PDF.

16. Secure Printing Practices

Protecting sensitive information is crucial when printing emails and attachments. Here are some secure printing practices to follow:

  1. Use Secure Printers:

    • Password Protection: Use printers that require a password or PIN to release print jobs. This prevents unauthorized individuals from accessing sensitive documents. According to a study by Quocirca, approximately 63% of data breaches involve printing vulnerabilities.
    • Encryption: Ensure that your printer supports encryption to protect data transmitted between your computer and the printer.

  2. Control Access to Printers:

    • Limit Access: Restrict access to printers to authorized personnel only.
    • Secure Locations: Place printers in secure locations where they are not easily accessible to visitors or unauthorized employees.

  3. Implement Print Auditing:

    • Track Usage: Implement print auditing to track who is printing what and when. This can help identify potential security breaches or misuse of printing resources.

  4. Shred Sensitive Documents:

    • Document Destruction: Always shred sensitive documents after printing to prevent unauthorized access to the information.
    • Use a Cross-Cut Shredder: Use a cross-cut shredder to ensure that documents are completely destroyed and cannot be reassembled.

  5. Secure Disposal of Printer Cartridges:

    • Recycle Properly: Dispose of used printer cartridges properly to prevent unauthorized access to any residual data stored on them.
    • Use a Recycling Program: Use a reputable recycling program that ensures cartridges are securely destroyed and recycled.

  6. Educate Employees:

    • Training: Provide regular training to employees on secure printing practices and the importance of protecting sensitive information.
    • Awareness: Raise awareness about the risks associated with unsecured printing and the steps they can take to mitigate those risks.

  7. Use Watermarks:

    • Confidential Watermarks: Add watermarks to sensitive documents indicating their confidential nature.
    • Tracking Watermarks: Use unique watermarks with user IDs or timestamps to track the source of printed documents.

  8. Disable Direct Printing from USB Drives:

    • Prevent Malware: Disable the ability to print directly from USB drives to prevent the spread of malware and unauthorized printing.

  9. Regularly Update Printer Firmware:

    • Security Patches: Keep your printer’s firmware up to date to ensure that you have the latest security patches and protection against vulnerabilities.

17. Eco-Friendly Printing Tips

Printing responsibly can help reduce your environmental footprint. Here are some eco-friendly printing tips:

  1. Use Recycled Paper:

    • Eco-Friendly Paper: Use paper made from recycled materials. Look for paper with a high percentage of post-consumer recycled content.

  2. Print on Both Sides (Duplex Printing):

    • Reduce Paper Usage: Enable duplex printing to print on both sides of the paper automatically.

  3. Print in Black and White:

    • Save Ink: Print in black and white whenever possible to conserve color ink.

  4. Use Draft Mode:

    • Conserve Ink: Use draft mode for internal documents or when high print quality is not necessary. Draft mode uses less ink, extending the life of your cartridges.

  5. Preview Before Printing:

    • Avoid Errors: Always preview documents before printing to catch errors and avoid wasting paper.

  6. Reduce Margins:

    • Maximize Space: Reduce margins to fit more content on each page.

  7. Use Print Management Software:

    • Track Usage: Use print management software to track printing usage and identify areas where you can reduce waste.

  8. Recycle Printer Cartridges:

    • Proper Disposal: Recycle used printer cartridges through manufacturer recycling programs or local recycling centers.

  9. Choose Energy-Efficient Printers:

    • Energy Star: Look for printers with the Energy Star certification, which indicates they meet strict energy efficiency guidelines.

  10. Consolidate Printing:

    • Centralized Printing: Consolidate printing by using fewer, more efficient printers. Encourage employees to share printers rather than having individual printers at each desk.

  11. Adjust Font Sizes and Spacing:

    • Reduce Pages: Slightly reduce font sizes and line spacing to fit more text on each page.

  12. Turn Off the Printer When Not in Use:

    • Save Energy: Turn off the printer when it’s not in use to save energy. Many printers have an automatic sleep mode, but turning them off completely can save even more energy.

18. Advanced Printing Techniques

For users looking to enhance their printing capabilities, here are some advanced techniques:

  1. Booklet Printing:

    • Create Booklets: Use booklet printing to create professional-looking booklets or pamphlets. This feature is available in many printer drivers and word processing programs.

  2. Poster Printing:

    • Enlarge Images: Use poster printing to enlarge images or documents and print them across multiple sheets of paper. This is useful for creating large posters or banners.

  3. Watermarking:

    • Add Branding: Add watermarks to your documents for branding or security purposes. Watermarks can be text or images and can be placed behind or in front of the content.

  4. Overlay Printing:

    • Combine Documents: Use overlay printing to combine multiple documents or images into a single printout. This can be useful for creating forms or adding logos to existing documents.

  5. Variable Data Printing:

    • Personalize Documents: Use variable data printing to personalize documents with information from a database or spreadsheet. This is commonly used for creating customized marketing materials or personalized letters. According to a report by InfoTrends, variable data printing can increase response rates by up to 50%.

  6. Color Calibration:

    • Ensure Accuracy: Calibrate your printer to ensure accurate color reproduction. This is especially important for printing photos or graphics where color accuracy is critical.

  7. Custom Paper Sizes and Types:

    • Unique Projects: Define custom paper sizes and types in your printer settings to accommodate unique printing projects.

  8. Print from Command Line:

    • Automate Tasks: Use command-line printing to automate printing tasks. This is useful for scripting or batch printing.

  9. Cloud Printing with Advanced Features:

    • Remote Management: Explore cloud printing solutions that offer advanced features such as remote management, user authentication, and detailed print analytics.

19. Choosing the Right Printer for Your Needs

Selecting the right printer depends on your specific needs and usage patterns. Here’s a guide to help you make an informed decision:

  1. Inkjet Printers:

    • Best For: Home users, students, and small businesses with moderate printing needs.
    • Pros:
      • Lower initial cost
      • Excellent for printing photos and documents with color
      • Compact and lightweight
    • Cons:
      • Higher cost per page compared to laser printers
      • Ink cartridges may dry out if not used regularly

  2. Laser Printers:

    • Best For: Businesses and individuals with high-volume printing needs.
    • Pros:
      • Lower cost per page
      • Faster printing speeds
      • Sharp, crisp text
    • Cons:
      • Higher initial cost
      • Generally not as good as inkjet printers for printing photos
      • Larger and heavier

  3. All-in-One Printers:

    • Best For: Users who need scanning, copying, and faxing capabilities in addition to printing.
    • Pros:
      • Versatile and convenient
      • Saves space by combining multiple functions into one device
    • Cons:
      • Can be more expensive than single-function printers
      • If one function breaks down, the entire device may be unusable

  4. Photo Printers:

    • Best For: Photographers and enthusiasts who want to print high-quality photos at home.
    • Pros:
      • Excellent photo quality
      • Specialized features for photo printing
    • Cons:
      • Can be expensive
      • May not be suitable for general document printing

  5. Mobile Printers:

    • Best For: Users who need to print on the go.
    • Pros:
      • Compact and portable
      • Wireless connectivity
    • Cons:
      • Limited paper capacity
      • May have lower print quality compared to larger printers

  6. Factors to Consider:

    • Printing Volume: How many pages do you print per month?
    • Print Quality: Do you need high-resolution printing for photos or graphics?
    • Color vs. Black and White: Do you primarily print in color or black and white?
    • Connectivity: Do you need wireless connectivity, Ethernet, or USB?
    • Paper Handling: What paper sizes and types do you need to support?
    • Cost: What is your budget for the printer and ongoing supplies?
    • Additional Features: Do you need scanning, copying, faxing, or other features?

20. Frequently Asked Questions (FAQs)

1. How do I print an email with attachments in Outlook?
To print an email with attachments, open the email, go to “File,” select “Print,” and ensure the “Print attached files” option is checked (Classic Outlook). In New Outlook and Outlook on the web, you may need to open or preview the attachment and print it separately.

2. Can I print only the attachment without printing the email?
Yes, you can print only the attachment. In New Outlook and Outlook on the web, open or preview the attachment and select the print option. In Classic Outlook, hover over the attachment and choose “Quick Print.”

3. Why can’t I print attachments directly from Outlook?
Sometimes, Outlook may not support direct printing for certain file types. In such cases, save the attachment to your computer and print it using the appropriate program.

4. How do I change the printer settings in Outlook?
To change printer settings, go to “File,” select “Print,” and click “Print Options” or “Printer Properties.” Adjust settings like paper size, orientation, and print quality.

5. What should I do if my printer is not responding?
Check the printer connections, restart the printer, and ensure you have the latest printer drivers installed. Also, verify that the correct printer is selected in Outlook.

6. How can I reduce paper consumption when printing emails?
Enable two-sided printing (duplex), print in black and white, use draft mode, and preview documents before printing to avoid errors.

7. Is it possible to print from my mobile device using the Outlook app?
Yes, you can print from the Outlook mobile app. Open the email, select the print option, and choose your printer. You may need to install a printer-specific app or use Google Cloud Print or AirPrint.

8. How do I ensure secure printing of sensitive emails and attachments?
Use secure printers with password protection, control access to printers, implement print auditing, and shred sensitive documents after printing.

9. What file formats are best for printing attachments?
PDF is generally the best format for printing attachments as it preserves formatting across different platforms. Other common formats include DOC/DOCX, XLS/XLSX, and JPG/JPEG.

10. How do I troubleshoot printing issues in Outlook on the web?
Clear your web browser’s cache and cookies, try a different browser, and ensure your printer is properly connected and configured.

We hope this comprehensive guide has provided you with valuable insights on how to print emails with attachments efficiently and securely. At amazingprint.net, we’re dedicated to offering innovative printing solutions and expert advice. Explore our website for more insightful articles, services, and inspiration for all your printing needs. Whether you’re a business owner, marketing professional, or individual seeking top-quality printing, amazingprint.net is your go-to resource in the USA. Contact us today at Address: 1600 Amphitheatre Parkway, Mountain View, CA 94043, United States. Phone: +1 (650) 253-0000 or visit our website at amazingprint.net to discover more and elevate your printing experience!

Screenshot of file attachment printing options showcasing various settings

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