Print contacts, messages, or other Outlook items

Print contacts, messages, or other Outlook items

You can print contacts, messages, calendars, meetings, and tasks in Outlook. Each type of Outlook item has several different print options.

Note: Because of the large number of different printers sold today, we are unable to provide troubleshooting information or help for specific printer issues. Contact your printer manufacturer or visit their website for more information on setting up and using your specific printer.

  1. Choose a mail, calendar, contact, or task item to print.

  2. Choose File > Print, 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 section
      Select a printer, print to a file, or click Properties to set layout orientation and change paper/output options.

    • Print style section
      Different Outlook item types have different print style options. Table style and Memo style are two of the most common options. Click Page Setup to select different fonts, change specific paper and format properties, or add a header or a footer. If you want to save your own custom style, click Define Styles and edit a specific style.

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

    • Print options section
      You can choose whether to print any attachments.

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

  4. Select Print.

Print a single contact

  1. Click People or the People icon at the bottom of your Outlook window.

    People or A screenshot of the People button

    Note: If you don't see People or the People icon, you are probably using Windows 10 Mail. See How do I print in Mail for Windows 10.

  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 File > Print.

  5. A preview of the printed contact will show on the right. If this is the format you want and you want to print all pages, click Print. Otherwise, continue to Step 6.

  6. Click Print Options to display the Print options dialog box.

    • Under Print style, click Define Styles > Edit to change fonts, fields, paper options, and header and footer options. When you're done making changes, click OK, then Print.

    • On the Print dialog box, under Page range, type the page numbers or range of page numbers you want to print, then 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. For information on filtering your contact list, see Use Outlook's built-in search filters.

  1. Click People or the People icon at the bottom of your Outlook window.

    People or A screenshot of the People button

    Note: If you don't see People or the People icon, you are probably using Windows 10 Mail. See How do I print in Mail for Windows 10.

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

  3. Click File > Print.

  4. A preview of the printed contacts will show on the right. If this is the format you want and you want to print all pages, click Print. Otherwise, continue to Step 5.

  5. Click Print Options to display the Print options dialog box.

    • Under Print style, click Define Styles > Edit to change fonts, fields, paper options, and header and footer options. When you're done making changes, click OK, then Print.

    • On the Print dialog box, under Page range, type the page numbers or range of page numbers you want to print, then 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.

  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.

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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