Print contacts, messages, or other Outlook items

Print contacts, messages, or other Outlook items

Printing can be so much more than a click and print action. But it also can be that simple. Whether you're printing an email message, a calendar, a contact list, or a task, you can use one of three paths as your starting point in Outlook.

Across all Outlook apps, the structure and format of the print options is consistent. What differs is print style options. You can experiment to find which style you prefer in each category.

Print one contact

  1. Click People.

    People

  2. In the folder pane, under My Contacts, click the contacts folder that contains the contact that you want to print.

  3. Double-click the contact to open it.

  4. Click the File tab.

  5. Click Print.

  6. Do one of the following:

    • Click Print.

    • Select the styles and options that you want.

      • Under Settings, click the style that you want. A preview is shown in the Preview Pane. When you are ready to print, click Print.

      • To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. Click Print.

      • If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print.

To print some, but not all of your contact list, first filter your contacts so that only the contacts that you want appear. After your contacts are filtered, the printing steps are the same as if you are printing all contacts as outlined here.

  1. Click People.

    People

  2. In the folder pane, under My Contacts, click the contacts folder that contains the contact that you want to print.

  3. Click the File tab.

  4. Click Print.

  5. Do one of the following:

    • Click Print.

    • Select the styles and options that you want.

      • Under Settings, click the style that you want. A preview is shown in the Preview Pane. When you are ready to print, click Print.

      • To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. Click Print.

      • If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print.

  1. Choose a mail, calendar, people, or calendar item to print.

  2. Choose File > Print or press Ctrl+P or choose Print Outlook print icon on quick access toolbar on the quick access toolbar.

    Notes: 

    • The Backstage view opens showing a preview of the item you've chosen to print. This view gives you access to printer options and print settings.

    • Print preview of Outlook email message

  3. (Optional) In the Print dialog box, change options as needed.

    Outlook Print dialog box printer options

    • Printer pane
      Name a printer, print to a file, or through Properties, set layout orientation and change paper/output.

    • Print style pane
      For Page Setup, pick different fonts, drill down into specific paper and format properties, or add a header or a footer. For Define Styles, accept the default options shown or edit a specific style.

      Tip: You can view images of the standard print styles available for Mail, Calendar, People, and Tasks in the next section.

    • Page range pane
      Print all pages for the chosen item or specify the pages to be printed

    • Print options pane
      Print any attachments.

    • Copies pane
      Set the number of pages and the number of copies to print, and indicate if the copies are to be collated.

  4. Choose Print.

Print one contact

  1. In Contacts, in the Navigation Pane, click the contacts folder that contains the contact that you want to print.

  2. Double-click the contact to open it.

  3. Click the File tab.

  4. Click Print.

  5. Do one of the following:

    • Click Print.

    • Select the styles and options that you want.

      • Under Settings, click the style that you want. A preview is shown in the Preview Pane. When you are ready to print, click Print.

      • To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. Click Print.

      • If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print.

To print some, but not all of your contact list, first filter your contacts so that only the contacts that you want appear. After your contacts are filtered, the printing steps are the same as if you are printing all contacts as outlined here.

  1. In Contacts, in the Navigation Pane, click the contacts folder that you want to print.

  2. Click the File tab.

  3. Click Print.

  4. Do one of the following:

    • Click Print.

    • Select the styles and options that you want.

      • Under Settings, click the style that you want. A preview is shown in the Preview Pane. When you are ready to print, click Print.

      • To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. Click Print.

      • If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print.

  1. Click an item or folder in Outlook that you want to print.

  2. Click the File tab.

  3. Click Print.

  4. Do one of the following:

    • Click Print.

    • Select the styles and options that you want.

      • Under Settings, click the style that you want. A preview is shown in the Preview Pane, unless you are printing multiple items. In this case, you are prompted to click Preview in the Preview Pane. When you are ready to print, click Print.

      • To change the font, heading or other settings of the style that you want, under Printer, click Print Options, and then on the Print dialog box, under Print style, click Define Styles. In the Define Print Styles dialog box, click Edit or double click a style. In the Page Setup dialog box, you can update the font, heading or other settings. On the Print dialog box, click Print.

      • If you want to specify individual pages or sets of pages to be printed, under Printer, click Print Options, and then on the Print dialog box, under Print range, click the options that you want. Click Print.

Tip: To see formatting and page layout descriptions and options for each style, in the Print dialog box, click Page Setup and Define Styles.

Print all of the contacts in your address book

  1. On the File menu, click Print.

  2. In the Print style box, click the print style you want.

    If you want to customize the style, click Define Styles.

    To learn more about print styles and settings, see Print items in Outlook.

  1. On the View menu, point to Current View, and then click Customize Current View.

  2. Click Filter, and then use the options to display only those contacts you want to print.

    To learn more about print styles and settings, see Print items in Outlook

Note: If you are using 2007 Microsoft Office Suite Service Pack 2 (SP2), you can specify individual pages from your contact list to print. In the Print dialog box, under Print, enter the specific pages that you want to print in the Page Range box. Clicking Print Preview may help you determine which pages you want.

  1. In Mail, Contacts, or Tasks, on the File menu, click Print.

    Note: Do not open the Print dialog box from an open item to print a list. This only offers Memo Style that prints a single item, not a view or a list.

  2. To print a list, under Print style, do one of the following:

    • For messages, click Table Style.

    • For tasks, click Table Style.

    • For contacts, do one of the following:

      • To print a table of individual contacts in a grid of rows and columns, click Phone Directory Style.

      • To print contact information in a list of individual cards, similar to an address card file, click Card Style.

  3. Click Print.

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.

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