How to Print an Email from Outlook on Desktop?

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In today’s digital age, email has become an integral part of our daily lives for personal and professional communication. Microsoft Outlook, one of the most popular email clients, offers several features to streamline email management. However, there may be times when you need a hard copy of a vital email for reference, keeping records, or documentation purposes. This guide will walk you through how to print emails from Outlook including attachments through the help of PST to PDF Converter

Nowadays, many small and large-scale businesses need to keep their email in hard copy format instead of soft for future use or reference. When it comes to Microsoft Outlook, which is like the king of email programs, you can totally print emails from it but not in bulk. In the latest versions of Outlook, the “Print” button might not be as straightforward as before. They’ve kind of hidden it behind some additional features, which can be confusing for beginners who try to print Outlook emails.

Why Do Users Want to Use The Feature of Print Outlook Email?

Microsoft Outlook’s print feature is a versatile tool that extends beyond the simple act of putting digital content on paper. It offers several practical uses that can enhance your email management and productivity. Here are some applications of the Outlook print feature:

1. Documentation and Record-Keeping: Print important emails for physical record-keeping, making it easier to reference and archive essential information.

2. Proof of Communication: Print emails as evidence of communication, which can be valuable in business negotiations, dispute resolution, or contractual agreements.

3. Offline Reading: Print lengthy emails or newsletters to read offline, allowing you to peruse content at your convenience without the need for a digital device.

4. Sharing Information: Share printed emails with colleagues or team members who may not have immediate access to digital copies.

5. Creating Task Lists: Print emails that contain task lists or to-do items to create a physical checklist.

6. Presentation Materials: Incorporate printed emails into presentations or reports to provide context or support for your content.

7. Privacy and Security: Print sensitive or confidential emails to reduce the risk of data breaches associated with electronic communication.

Printing emails from Outlook offers a valuable and flexible solution for different scenarios. Now, it’s time to go through the various procedures for the same. 

How to Print Emails From Outlook?

The following sections will comprise multiple ways to get rid of your solution. First, we will go through the direct approach and then have a manual method. 

#1. Automated Technique to Print Email in Outlook

The automated technique is mostly preferred by individuals or businesses who have a huge quantity of emails to print. As Outlook does not have an effective option prints in bulk. So if you want to print emails from Outlook in bulk, the PST to PDF Converter tool is the best choice. To do this you have to first take a backup of your emails in .pst format, or If you have already a backup then you can go for further steps. The PST to PDF Converter offers a range of advanced features that enable you to filter emails based on various conditions This software empowers users to convert PST files in large quantities. Moreover, it is a valuable asset for individual and professional needs. Furthermore, the software boasts cutting-edge algorithms that ensure a seamless user experience, all wrapped up in an intuitive, user-friendly graphical interface.

Steps to Print an Email From Outlook:

  • Download and launch the PST to PDF Converter on your local screen. 
  • After that, browse the PST files you want to print. 
  • Then, mark the files in the preview panel and move further. 
  • Now, go with the PDF format from the drop-down list. 
  • Users can also opt for additional features like a mail filter. 
  • Make sure to set the destination path to save the resultant file. 
  • At last, click the Convert button.
  • After that, all your mail has been saved in pdf. Now you can print them.

#2. Printing a Single Email in Outlook:

  • Start by opening the specific email you wish to print.
  • Next, navigate to the “File” menu at the top of the Outlook window and select “Print.”
  • A Print dialog will appear. Here, you can customize your print settings according to your preferences. Afterward, click “OK” to initiate the printing process.

If you are using older versions of Outlook, It may lead to some problems. In Outlook 2003 and earlier versions, HTML formatted messages rely on Internet Explorer’s printing engine. While Internet Explorer’s printing engine offers a range of printing options, it still presents a limitation when it comes to selecting specific pages for printing. 

#3. Printing Multiple Emails in Outlook:

  • Begin by going to the main Outlook window and selecting the emails you want to print. You can do this by holding down the Ctrl key and clicking on each email you wish to include.
  • Once you’ve made your selections, go to the “File” menu and choose “Print.”
  • In the ensuing Print Dialog, set your printing options as desired. 
  • Then, click “OK” to start printing. You can select to print emails in a table style for a concise format that includes sender information, subjects, and more.

Note: While printing using this method, you notice that all your selected emails will be initially saved in a single PDF file. This can potentially lead to issues when it comes to printing, as large PDF files may encounter errors or difficulties during the printing process. To ensure a smoother printing experience, it’s advisable to go with the Automated Technique, which creates a separate PDF for each email.

#4. Another Way For Email Printing with Rules in Outlook:

This feature allows you to set specific criteria so that as soon as emails are retrieved, Outlook will automatically initiate the printing process. By configuring this advanced rule, you can ensure that your incoming emails are promptly and conveniently converted into printed documents.

  • To automatically print emails as they arrive, open the main Outlook window and select “Home.” 
  • After that, click “Rules” and choose “Create Rule.”
  • In this step, you’ll specify the conditions that will filter the emails you want to print. 
  • Select the criteria that match the emails you wish to include, then click “Next.”
  • Click on “Advanced Options” to further refine your rule. Once you’ve configured these settings, click “Next.”
  • Check the box labeled “Print it” to indicate that you want these selected emails to print. Then, click “Next.”
  • If there are exceptions to your rule, you can define them in this step. Once you’ve done so, click “Next.”
  • Provide a name for your rule to help you identify it effortlessly, then click “Finish.”

Why Choose Automated Procedure Over Manual Way?

Now, the question arises regarding Why do we need to opt for the automated way always? The following section will clear all your doubts. 

  • Offers high accuracy and consistency, reducing the likelihood of errors and ensuring uniform results. 
  • IT Professionals suggest it for highly repetitive tasks, such as automation at performing Excel identical actions consistently.
  • Offers speed and efficiency gains, as automated processes can work tirelessly without breaks.
  • Easily scalable, as automation can handle increased workloads without a proportional increase in effort.

Final Thoughts

By following these straightforward steps, you can print emails in Outlook, whether you’re dealing with single messages, multiple emails, or implementing automated rules for printing incoming emails. These methods offer flexibility and convenience in managing your email correspondence in a printed format. Moreover, the entire blog has gone through the answer to How to print emails from Outlook.

About The Author:

Pradeep is a dedicated technical content writer who thrives on the intersection of technology and storytelling. With a background in engineering and a passion for writing, he brings a unique blend of technical expertise and creativity to his work. Pradeep’s articles not only educate but also entertain, making complex technical subjects approachable and intriguing for a broad audience. His work has been featured in numerous tech blogs, making him a trusted source for tech enthusiasts and novices alike.

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