Printing emails from Outlook is a fundamental task for many professionals and individuals alike. Whether you need a hard copy for record-keeping, meetings, or simply prefer reading on paper, Outlook provides several straightforward options. This guide will walk you through the process of How To Print Outlook Emails and attachments effectively, covering different versions of Outlook to ensure you can easily print what you need, regardless of the Outlook version you are using.
Printing Emails and Attachments in New Outlook for Windows
If you are using the latest version of Outlook for Windows, here’s how to print your emails and attachments:
Printing Just Attachments in New Outlook
Sometimes, you only need a physical copy of an attachment without printing the entire email thread. Here’s how to print just an attachment in the new Outlook:
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Open or Select the Email: Begin by selecting the email containing the attachment you wish to print. You can either open the email or select it from your inbox.
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Access Attachment Options: Locate the attachment within the email. Click on the attachment dropdown icon next to the attachment’s name.
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Choose Print Method: From the dropdown menu, you will see two primary options: Preview and Open.
- Preview: Selecting Preview will open the attachment in a preview window directly within Outlook. From this preview screen, look for the Print icon, usually located in the top toolbar. Click on Print and follow the on-screen prompts to send the attachment to your printer.
- Open: If you choose Open, the attachment will open in its default associated program. For example, a .doc file will open in Word, and a .pdf file will open in Adobe Reader or your default PDF viewer. Once the file is open in its respective program, use the program’s print function, typically found under File > Print or by pressing Ctrl + P.
Printing Emails and Attachments in New Outlook
To print both the email message and its attachments together in the new Outlook, the process is even simpler:
- Select the Email: Choose the email you want to print from your inbox or any folder.
- Print Option: Once the email is selected, you can directly click on the Print option in the Outlook ribbon or use the keyboard shortcut Ctrl + P. This action will open the print dialog box, where you can adjust printer settings and initiate the printing process for the entire email and its attachments.
Important Notes:
- To select a printer other than your default one for attachments, it is necessary to open the attachment first. Double-click on the attachment to open it in its associated application and then select Print from within that application or use Ctrl + P.
- Certain file types may require you to open them before printing. Outlook will prompt you to either Open or Save these attachments before proceeding with the print job.
Printing Emails and Attachments in Classic Outlook
For users still on the classic version of Outlook, the steps to print emails and attachments are slightly different but equally easy to follow:
Printing Just Attachments in Classic Outlook
In classic Outlook, you can quickly print an attachment directly from the reading pane or an opened email:
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Select or Open the Email: Select the email containing the attachment. You can do this from your inbox or by opening the email.
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Quick Print Option: Hover your mouse cursor over the attachment you wish to print. An attachment dropdown icon will appear. Click on this dropdown and select Quick Print.
This command immediately sends the attachment to your default printer, simplifying the process for quick hard copies.
Important Notes:
- To use a different printer than the default for an attachment in classic Outlook, you need to double-click the attachment to open it. Then, use the Print command within the application or press Ctrl + P to choose a different printer.
- Similar to the new Outlook, some attachments might need to be opened or saved before they can be printed. Outlook will guide you with prompts to Open or Save if this is necessary.
Printing Emails and Attachments Together in Classic Outlook
Classic Outlook offers a feature to print both the email and all its attachments in one go. You need to enable the “Print attached files” option first:
- Select the Email: In your email list, select the message that contains the attachments you want to print.
- Navigate to Print Options: Go to File > Print in Outlook.
- Access Print Options: In the Print dialog box, select Print Options.
- Enable “Print attached files”: Check the box labeled “Print attached files“. This setting will ensure that attachments are printed along with the email.
Important Notes:
- The Quick Print option will always send attachments to your default printer. While you can print emails to any printer, using Quick Print for attachments will default to your designated default printer.
- To print an attachment on a non-default printer, you must open the attachment and print from within its native application.
- Be aware that some attachments require opening before they can be printed. Outlook will prompt you to Open or Save these types of files as needed.
Printing Emails and Attachments in Outlook on the Web and Outlook.com
If you are using Outlook through a web browser, either via Outlook on the web or Outlook.com, here’s how to handle printing:
Printing Just Attachments in Web Outlook
To print only an attachment from Outlook on the web or Outlook.com:
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Open or Select the Email: Select the email that contains the attachment you intend to print.
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Attachment Dropdown: Locate the attachment and click on the attachment dropdown icon .
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Choose Print Method: You will see options like Preview and Download.
- Preview: If you select Preview, the attachment will open in a preview window in your browser. From there, you should find a Print icon, which usually looks like a printer, in the browser’s interface or the preview toolbar. Click on it and follow the instructions to print.
- Download: Choosing Download will save the attachment to your computer. Once downloaded, you can open the file with its associated program (like Word for .doc files or Adobe Reader for .pdf files) and use the program’s print command (File > Print or Ctrl + P).
Printing Emails and Attachments in Web Outlook
Printing the email message itself in Outlook on the web or Outlook.com is straightforward:
- Select the Email: Choose the email you wish to print.
- Print Option: Look for the Print icon, usually represented by a printer icon within the email viewing pane, or use the keyboard shortcut Ctrl + P. This will typically open your browser’s print dialog, allowing you to print the email content.
Important Notes:
- Similar to desktop versions, to print attachments on a specific printer, you might need to download and open the attachment, then print from the application used to open it.
- Some attachments may require you to open or download them before printing. Outlook will prompt you to take the necessary action if this is the case.
By following these guidelines, you can efficiently print emails and attachments from any version of Outlook, ensuring you always have the paper copies you need. Whether you are using New Outlook, Classic Outlook, or Outlook on the web, the process is designed to be user-friendly and adaptable to your specific needs.
