How to Print an Email From Outlook

What You’ll Need

Access to the email in Outlook, using a web browser, desktop app or mobile app.
A connected printer with paper and, if needed, ink or toner. You can also print to PDF if your device offers that option.
Permission to use the printer, if it is shared or managed by work or school.

Step-by-Step

Open the email. Sign in to Outlook and find the message you want to print. Open it so the full message is visible; printing from the inbox may print a different view or may not show all the message content.
Choose Print. In Outlook on the web or the desktop app, open the message and select Print. Depending on the version, this may appear as a printer icon, in a three-dot menu, or under File in classic Outlook for Windows. Menu names and locations can differ slightly by version. If you do not see it, look in the message’s more-options menu.
Wait for the print preview. Outlook or your browser should open a preview or the device’s print dialog. Check that the correct email is shown, including the sender, subject and date if you need those details. For a long thread, confirm whether the preview includes the whole conversation or only the selected message.
Select the printer and layout. Choose the printer you want from the available list. Check paper size, orientation, colour, and whether to print one or both sides. These options depend on the printer and device. If you want a digital copy instead, choose a PDF destination if it is available, then save the file.
Set the pages and copies. Choose all pages or enter a page range, and set the number of copies. Use the preview to avoid printing blank or unwanted pages. If the email includes attachments, note that printing the email usually does not print those files automatically.
Print and check the result. Select Print in the dialog. Collect the pages and check that the text is readable and the message is complete. If anything is missing, adjust the print options or open the message in another Outlook version and try again.

Common Mistakes

Printing the wrong message or view: Open the specific email first. In a conversation, make sure you have selected the message or thread you intend to print.
Assuming attachments are included: The email printout generally contains the message, not the attached documents. Open each attachment separately and print it if required.
Ignoring the preview: A narrow layout, unexpected page breaks or a selected page range can cut off content. Review the preview before sending the job.
Choosing a printer that is unavailable: Check the selected printer name. A printer shown in the list may be offline, disconnected, out of paper or inaccessible from your current network.
Printing an entire conversation by mistake: Long email threads can use many pages. Check the preview and select only the message you need when Outlook provides that choice.
Forgetting privacy: Email printouts may contain personal or workplace information. Collect them promptly from shared printers and dispose of unwanted copies securely.

Tips

For Outlook on the web, the browser’s print dialog may appear after you select Outlook’s print command. Check both the Outlook preview and the browser dialog before confirming.
To print a message on a phone, open it in the Outlook app and use the more-options menu to look for Print. The exact menu and available printer options depend on the app version and the phone’s printing support.
If you need a record rather than paper, use the system’s PDF option when available. Review the saved file to confirm it contains the message details you need.
For a cleaner printout, choose black and white or draft quality if those options are offered and colour is not necessary.
If you need to print an attachment, download or open it through Outlook and use the document’s own print command. Check that the attachment is safe and expected before opening it.

Troubleshooting

There is no Print option. Open the message, then check its three-dot or more-options menu. In some versions, print is available from the File menu or the browser’s print command. The menu path may differ slightly by version.

The preview is blank or incomplete. Close the preview, reload Outlook, reopen the email and try again. If the message is part of a thread, check whether the selected view includes the intended message. You can also try another supported browser or the Outlook desktop app.

The job does not print. Confirm the printer is powered on, connected and selected in the print dialog. Check its paper and ink or toner, and look for a paused or stuck job in the device’s print queue. If it is a shared printer, confirm you are connected to the required network and have access.

The printout is cut off or too small. Reopen print settings and check paper size, orientation, scaling and margins if available. Use the preview to see whether changing portrait to landscape or reducing scale fits the content better.

The printout is missing an attachment. Print the attachment separately from the email. If it will not open, check that you have an app that supports its file type and that the attachment has finished downloading.

Frequently Asked Questions

Can I print an email from Outlook without opening it?

Some Outlook versions offer a print command from a message list or menu, but opening the email first is the safer way to confirm you have the right message and can review its preview.

How do I print an email from Outlook on my phone?

Open the message in the Outlook app, tap its more-options menu and look for Print. If it is available, follow the phone’s print dialog to choose a printer and options. Menu locations vary by app version and device.

Can I print only one email from a conversation?

Often, yes. Open or select the specific message within the conversation and use its print option. Check the preview: some versions may print the whole thread instead.

Will Outlook print the attachments too?

Usually, no. Print the email and each attachment separately. Open the attachment in a compatible app and use that app’s print command.

Can I save the email as a PDF instead of printing it?

If your device’s print dialog offers a PDF destination, select it instead of a physical printer and save the file. The option and wording vary by operating system and browser.

Why is Outlook asking me to choose a printer?

Outlook sends the message to your device’s print dialog, where you choose an available printer or PDF destination. If the expected printer is missing, check its connection, your device’s printer settings and any required network access.

Sources: Microsoft Support. Menus and buttons can differ slightly by version. Spotted something out of date? Tell us.