There are moments when reading an email on a screen does not feel enough. You need a physical copy you can hold. A work update. A meeting plan. A contract. A travel confirmation. A medical document. A message that you want on paper instead of inside your inbox. Outlook makes printing simple across computers, web, Mac, iPhone and Android. The print button can feel hidden, but once you know where it lives, printing becomes quick and stress free. This 2025 guide shows you exactly how to print any email from every version of Outlook. How to print attachments too. Clear steps that keep the process easy.
Why You May Need to Print an Email From Outlook
People print Outlook emails when they need:
- physical copies for meetings or presentations
- records for legal or financial purposes
- travel or hotel confirmations
- proof of communication
- work or school schedules
- instructions that stay on paper
- onboarding or HR documents
- receipts and billing information
Printing makes important information simple to reference anytime.
How to Print an Email in Outlook Desktop (Windows)
This is the classic method used by most people.
Steps:
- open Outlook
- click the email you want to print
- click File in the top left corner
- click Print
- choose your printer
- adjust layout, pages and copies
- click Print again
Outlook prints a clean version of the message exactly as you see it.
Tip:
- if the email includes images or formatted text, Outlook preserves the style in print
How to Print an Email in the New Outlook (Modern Version)
The updated Outlook interface uses a more visual printing process.
Steps:
- open the new Outlook
- select your email
- click the three dots (…) on the toolbar
- choose Print
- view the preview window
- click Print
Fast, simple and perfect for modern layouts.
How to Print an Email in Outlook Web (Outlook.com)
Outlook Web removes page distractions before printing.
Steps:
- open Outlook.com
- sign in
- choose the email you want
- click the More actions (…) button
- select Print
- a clean preview window opens without sidebars
- click Print
This gives you a tidy printout of the message without unwanted clutter.
How to Print an Email in Outlook for Mac
Outlook for Mac uses the macOS print system which gives more settings.
Steps:
- open Outlook on your Mac
- click the email
- click File
- click Print
- select your printer
- adjust size, layout and range
- click Print
macOS printing tools offer detailed paper and layout options.
How to Print Attachments From Outlook Desktop
Attachments need their own printing steps.
Steps:
- open the email
- double click the attachment
- it opens in its default app (PDF, Word, Excel or image)
- click File → Print
- choose your printer
- print the file
If there are multiple attachments:
- click File
- select Print attachments
- Outlook prints all attached files at once
Ideal for large sets of invoices or multi file messages.
How to Print Attachments in Outlook Web
Attachments print separately from the email body.
Steps:
- open the email
- click the attachment
- open it in a new tab
- use your browser’s print option
- print normally
Each file prints using its respective viewer.
How to Print an Email From iPhone (Outlook App)
You can print from your phone with AirPrint.
Steps:
- open the Outlook app
- open the email
- tap the three dots in the corner
- tap Print
- choose an AirPrint printer
- adjust copies and options
- tap Print
This is perfect for fast printing when you are not near a computer.
How to Print an Email From Android (Outlook App)
Android uses the built in print service.
Steps:
- open Outlook app
- open the email
- tap the three dots
- tap Print
- choose your printer
- adjust print options
- tap Print
Android supports Wi-Fi printers and cloud print services.
How to Print an Email as a PDF
Printing to PDF is a great way to save instead of physically printing.
Outlook Desktop:
- File → Print → Microsoft Print to PDF
- save the file
Outlook Web:
- Print → choose Save as PDF
iPhone or Android:
- choose Print
- select Save to Files or Save as PDF
PDFs are useful for archiving or sending to someone else.
How to Print an Entire Email Thread in Outlook
A long conversation can be printed in order.
Steps:
- open the conversation
- expand messages if needed
- click File
- click Print
- check preview to confirm the entire thread
- print
Outlook keeps the conversation chronologically correct.
How to Print Calendar or Schedule Emails From Outlook
If your email includes a meeting invite or schedule:
Steps:
- open the event
- click File
- click Print
- choose the calendar layout
- print
Great for daily or weekly plans.
How to Print Only Part of an Email
If you want a specific section instead of the full message:
Steps:
- highlight the text you need
- right click
- choose Print Selection (Windows only)
- print
This avoids unnecessary pages.
How to Print High Quality Emails With Images and Colors
Some newsletters and announcement emails need full color.
Steps:
- open Outlook settings
- enable Print background colors and images
- print normally
This keeps the design exactly as displayed.
Troubleshooting: When Outlook Will Not Print an Email
If Outlook refuses to print, check for:
- printer offline
- outdated printer driver
- email not fully loaded
- browser popup blocked (Outlook Web)
- corrupted Outlook file
- poor Wi-Fi on mobile
- outdated Outlook version
Fix:
- restart Outlook
- restart your printer
- update printer drivers
- try printing as PDF first
- print from Outlook Web
- switch to another device
Most issues resolve with one quick fix.
Organization Tips After Printing Emails
To stay organized:
- sort printed emails into labeled folders
- save scanned or PDF copies
- keep receipts together
- archive important printouts
- recycle outdated pages
- separate work and personal documents
This keeps your printed information easy to find.
Quick Summary
How to print an Outlook email:
- Desktop: File → Print
- New Outlook: More (…) → Print
- Outlook Web: More → Print
- Mac: File → Print
- iPhone: More → Print → AirPrint
- Android: More → Print
- Attachments: open then print separately
- Save as PDF if you prefer digital copies
A few taps and your email is ready on paper.
FAQs
Can I print an Outlook email from my phone?
Yes. Use the Print option inside the Outlook app.
Why will my email not print?
The printer may be offline or the app may need updating.
Can I print attachments at the same time?
Yes on Outlook Desktop using Print attachments.
Can I save the email as a PDF?
Yes. Choose Print to PDF.
Can I print an entire conversation?
Yes. Open the thread and print normally.
