How to print emails through Outlook

Man typing on a laptop on a table.
(Image credit: Getty)

Microsoft Outlook is a popular email client that allows you to manage, sort, and file your emails from addresses such as Hotmail and Outlook. You may find yourself needing to print off a particular email to have a hard copy, whether that's a train or concert ticket, a map, insurance documents, or any other important email or files so that it doesn’t get lost in a swamp of emails. 

When it comes to accessing and printing your emails in your Outlook inbox there are several ways to do so such as the Outlook app on a desktop, the Outlook smartphone app for iOS and Android, and also the Outlook website, formerly In this article, we’ll cover how to print off your Outlook emails in all three methods, though if you’d like to print an email attachment from your email then simply download it and print it out as you usually would any other file on your computer.

Use Outlook for desktop

You can download and install the Outlook app onto your desktop or laptop which comes with the Office 365 suite, though you can also use, or use the web-based Outlook website that we’ll be covering in the next step. There are many reasons why you may prefer using the desktop app. 

First, log into the app and find the email that you’d like to print, and click it to select it. Then click 'File' in the top left corner of the ribbon menu at the top of the screen. 

On the new screen, it takes you to click 'Print' from the options on the left. Click the 'Printer' drop-down menu and choose the printer you want to print to and then click 'Print Options' underneath for more options such as which pages you’d like to print, how many copies you’d like to print, and whether to print in a table or memo style.

Once done you can click the 'Preview' button to see how your print will look, and when happy click 'Print' to finish. 

Go to ( will also take you through to Outlook), and log in to your Outlook account. Then search through your emails to find the important one that you’d like to print and click on it to open it up. Now, click the three-dot icon in the top right of the email for ‘more actions’ and choose 'Print' from the list that appears - this will open up the email so click 'Print' in the top left of the new email window this time.

You’ll now be in the print dialogue where you need to change the destination to the printer you’d like to print to or set it to PDF if you’d like to make a digital backup. Then set 'Pages' to choose which of the pages you’d like to print as well as other options like how many copies to print, color or black & white, and also set the page layout to portrait or landscape. You can also click the 'More settings' drop-down arrow to change settings like the paper size and pages per sheet. Once done, make sure there is paper and ink in your printer and hit the 'Print' button in the bottom right corner.

Open up the Outlook app on your smartphone and navigate to the email you would like to print out, this might be in the 'Focused' or 'Other tab' on your app. Tap on it to open it up and then tap the three dots in the heading of the email (not to be confused with the three dots in the top right corner of the app).

In the menu that appears you need to scroll down and tap on 'Print'. You’ll then have the option to select your printer or save the email as a PDF, choose how many copies you’d like to print as well as the paper size. 

Tap the down arrow in the settings for more options such as two-sided, color or black & white, the page orientation, and also select which of the pages you’d like to print. You can also scroll down and tap the tick box to untick any pages that you don’t wish to print out. When you’re done, tap the print icon to get started. 

Dan Mold

Dan is Technique Editor on PhotoPlus: The Canon Magazine magazine. With over a decade writing about all things tech he’s written for a variety of publications before joining Future in April 2019 in that time working across Top Ten Reviews, Digital Camera World, PhotoPlus, NPhoto, Digital Camera and Digital Photographer.