Printing in Outlook

Important: Because of the numerous printers available to consumers, we cannot help you troubleshoot any issues with your printer. For troubleshooting information, see the manufacturer's manual or Web site. You can also ask questions in Microsoft Office Communities.

In any Microsoft Outlook folder, you can print individual items or a view of all items in a folder. For example, in Calendar, you can print the contents of one appointment or you can print the view of everything in the Calendar folder.

Note: At the end of this article, there is a list of links to articles that discuss how to print specific types of items and views, including specific message pages and attachments.

Each type of item and each view has a print style, which determines the layout, font style and size, and other formatting options. To modify how an item or view is printed, modify the print style. You can also create your own print styles for items and views. In the case of views, you can change the look of the view to modify how it prints. Some examples include:

  • In Mail, the default style for e-mail messages is Memo Style, which prints copies that look similar to the message on your screen.

  • In Calendar, you can print a daily, weekly, or monthly view of your calendar and pages that include more details per item.

  • In Contacts, you can print a single contact or pages of contacts displayed as cards or in phone lists.

The contents of an item are printed with the most common fields visible, such as the From, Sent, and Subject fields in an e-mail message. You can also print an item with custom fields that you create.

Options in the Print dialog box




In the list, click a printer that you have installed and want to use.


For the selected printer, tells the status of the printer, such as idle, busy, or the number of files before your print job.


For the selected printer, tells the type of printer that you selected, such as laser.


For the selected printer, tells the location of the printer or which port the printer is connected to.


For the selected printer, tells any additional information that you might need to know about the printer.


Click this button when you want to change the properties, such as paper type, for the printer that you are using

Print to file

Select this check box to create a file from the document instead of routing it directly to a printer. The file is saved with print formatting, such as font selection and color specification in a file that can be printed to another printer.

Number of pages

In this list, click the number of pages that you want printed.

Number of copies

In this list, click the number of copies that you want printed.


Select this check box if you want your print job to be kept in the order that you created in your document when printed. This check box is available if you are printing multiple copies.

Print attached files. Attachments will print to the default printer only.

Select this check box to print files that are attached to your Outlook items.

Print style

Click the style that you want your Outlook item printed in. The different types of Outlook items have different styles available.

Page Setup

Click this button to set other printer and paper options.

Define Styles

Click this option to define the styles used when printing your Outlook items. For each style, you can edit attributes such as the formatting, page setup elements, headers and footers, page layout. Click the Edit button in the Define Print Styles dialog box to see attributes available for each style.


Click this button to send your document to the printer.


Click this button to go back to your document without printing it.

For more information, see:

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