# How to print an Outlook email

There are multiple ways to print emails with Microsoft Outlook. We’ll show you two different ways to print emails and explain how to set up quick print icons in Outlook 365 so you can print important emails quickly and easily. Additionally, you’ll also learn how to print emails using Outlook on the web.

## How to print an Outlook email quick guide

1. Open your Outlook email and press \[Ctrl\] + \[P\].
2. Select the printer in the **Print** window.
3. If necessary, adjust the settings under **Print Options**.
4. Click on the rectangular **Print** button to start printing.

Tip [Microsoft 365 Business plans](https://www.ionos.com/office-solutions/microsoft-office "Microsoft 365 Business from IONOS") from IONOS come with Outlook included.

## How to print emails with the Outlook desktop app

Note These instructions apply to the Outlook versions of Microsoft 365, as well as Outlook 2021, Outlook 2019 and Outlook 2016. The appearance of the user interface and [Outlook’s view settings](https://www.ionos.com/digitalguide/e-mail/technical-matters/change-outlook-view/) may differ from version to version, however, the process for printing Outlook emails is essentially the same.

Below we’ll show you two ways to print your emails if you have Outlook installed on your computer. Follow these steps:

### First method: Print Outlook emails using File and Print

This is the most common way to print emails if you have Outlook installed on your computer.

**Step 1:** Open your inbox and click on the email you want to print. The email will be displayed on the right half of your Outlook window. Click on the **File** tab at the top left. Alternatively, you can also open the email you want to print in a separate window. We’ve included instructions for printing from a separate window below.

[![Image: Outlook user screen with the email selected for printing highlighted](https://www.ionos.com/digitalguide/fileadmin/_processed_/b/a/csm_outlook-email-inbox_e039eff9ca.webp "Outlook user screen with the email selected for printing highlighted")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-email-inbox.png) Before you click on File at the top left, you must select the email that you want to print. **Step 2:** When you click on **File** in the top left-hand corner, you’ll be taken to the **Account Information** window for the current Outlook account. Click on **Print** in the left sidebar. A new window will now open, and a print preview will be displayed on the right side of the screen.

To print the email, click on the **rectangular Print button**. Below this symbol, you can select which printer you want to use in advance. In the **Print Options** and **Settings** areas located below, you can configure further printing settings for your Outlook emails.

Note After you click on **Print**, your printer should respond and start printing the email. If this doesn’t happen, make sure the device is installed, switched on and correctly connected. Also, check that you have selected the correct printer.

[![Image: Print window with the rectangular print field on the left side of the window. The email to be printed is displayed on the right](https://www.ionos.com/digitalguide/fileadmin/_processed_/f/9/csm_outlook-print-options_3682bc903c.webp "Print window with the rectangular print field on the left side of the window. The email to be printed is displayed on the right")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-print-options.png) Here you can see the email in print view. Click on Print to start printing. If you’ve opened the **email that you want to print in a separate window**, the steps for printing are similar:

**Step 1:** Click on **File** in the top left corner. Instead of the **Account Information** window, a window containing specific information about the email will open.

**Step 2:** In this window, there’s also a left sidebar with the field **Print**, which will take you to the **Print** window, where you can change the settings and start the printing process.

**Step 3:** All you need to do is click on the rectangular **Print** box and your email will be printed.

Tip In Outlook, you can not only print emails but also any attachments included with the messages. To do this, you need to activate the **Print attachments** checkbox under **Print Options** in the dialog box. If you only want to print certain attachments from the email, click on the attachment you want to print and select **Quick Print** from the menu.

### Second method: Print Outlook emails using \[Ctrl\] + \[P\]

Printing an Outlook email is even quicker when you use the key combination \[Ctrl\] + \[P\]. Here’s how to use the key combination to print:

**Step 1**: Select the email you want to print or open it in a separate window.

**Step 2:** Press the \[Ctrl\] key and \[P\] simultaneously. This key combination opens the **Print** window.

**Step 3:** You can use the selection fields to configure the printing settings. Click on the rectangular **Print** box to start the printing process.

Note In the new version of Microsoft Outlook, printing emails is easier than ever. Once you’ve selected the email you would like to print, click on the printer icon in the top right corner of the ribbon. The print preview will now open in a new window. Clicking on **Print** takes you to the print settings where you can print your email as you normally would.

## How to set up print icons for fast printing in Outlook

If you frequently print emails in Outlook, you should consider customizing the blue toolbar or the ribbon at the top of Outlook.

### How to add the Print icon to the toolbar

The easiest way to add a **Print** icon to Outlook is by adding **Print** to the Quick Access Toolbar.

**Step 1:** Click on the **Customize Quick Access Toolbar** icon at the top of the blue toolbar in Outlook’s basic settings. This will open a menu where you can select **Print**.

[![Image: Outlook icon and dialog window “Customize quick access toolbar”](https://www.ionos.com/digitalguide/fileadmin/_processed_/1/9/csm_outlook-attach-print-symbol-to-toolbar_860463cc39.webp "Outlook icon and dialog window “Customize quick access toolbar”")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-attach-print-symbol-to-toolbar.png) With just two mouse clicks, you can add the “Print” icon to your top menu bar. **Step 2:** After clicking on **Print**, the corresponding icon will be added to the blue toolbar. When you click on the icon, you’ll be taken **directly to the Print window**, where you can make changes to the settings and start the printing process.

To ensure that the **Print** icon appears for emails opened in a separate window, you need to repeat the process outlined above in a separate email window. You can open an email in a separate window by double-clicking on the email. Once you’ve added the icon, the **Print** icon should appear in the blue toolbar for all other emails you open in separate windows.

[![Image: The Print icon in Outlook’s blue menu bar](https://www.ionos.com/digitalguide/fileadmin/_processed_/4/7/csm_outlook-print-quick-access_3e08092c33.webp "The Print icon in Outlook’s blue menu bar")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-print-quick-access.png) The Print icon lets you start the printing process with just one click. ### How to add the Print button to the Outlook ribbon

If you prefer to have your **Print** button a bit bigger in the **ribbon below the blue toolbar**, you can add it there as well. However, the ribbon can get a bit crowded if there are too many features. To add a Print button to the ribbon, follow these steps:

**Step 1:** Click on the ribbon with the right side of your mouse. A selection menu will appear with the option **Customize the Ribbon…**. Click on this option.

[![Image: Alt-Text: Outlook option to “Customize the Ribbon…”](https://www.ionos.com/digitalguide/fileadmin/_processed_/4/a/csm_outlook-customize-ribbon_f62517f895.webp "Alt-Text: Outlook option to “Customize the Ribbon…”")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-customize-ribbon.png) If you right-click in the ribbon, the selection window with the option “Customize the Ribbon...” will be displayed. **Step 2:** After clicking **Customize the Ribbon…**, the Outlook Options window will open with a submenu that contains two columns. At the bottom right, click **New Group** to create a new group.

**Step 3:** You’ll now see **New Group (Custom)** appear in the right column. You can use the mouse to determine where the new item will be displayed in the ribbon. Simply hold down the mouse button to move the group up or down.

**Step 4:** If you want to **change the group name**, you can use the **Rename** button at the bottom right. To keep things simple, we’ve decided to keep the name **New Group (Custom)**. You can also name the group **Print**.

**Step 5:** Click on the group and select **Print** from the left column. The new group and the **Print** command should be highlighted in blue and gray. Now, click on the **Add** box between the two columns. Then click on **OK** at the bottom right.

[![Image: The Customize Ribbon window in Outlook with its two columns of menus](https://www.ionos.com/digitalguide/fileadmin/_processed_/3/b/csm_outlook-ribbon-options_4cb7076e5b.webp "The Customize Ribbon window in Outlook with its two columns of menus")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-ribbon-options.png) In Outlook Options, you can set up a new group for the ribbon and add the Print command to the group. The **Print** command should now appear in the ribbon where you placed the new ribbon group. Clicking on the **Print** icon takes you directly to the **Print** window, where you can start the printing process.

[![Image: Outlook ribbon with new Print command](https://www.ionos.com/digitalguide/fileadmin/_processed_/c/6/csm_outlook-print-symbol-ribbon_6a35e973d8.webp "Outlook ribbon with new Print command")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-print-symbol-ribbon.png) Outlook ribbon with new Print command  Note In order for the **Print** command to appear when you open an email in a separate window, you need to repeat this process in an email that’s been opened in separate window.

## How to print Outlook emails online

If you have your own Microsoft account, you should also have access to the **web version of Outlook**. You can access it by going to `outlook.com` and logging in or registering a new account.

To print an email in the web version of Outlook, open the email you want to print and then click on the printer icon in the top right corner.

[![Image: Home menu of Outlook on the web with a red square indicating where the Print option is](https://www.ionos.com/digitalguide/fileadmin/_processed_/c/5/csm_outlook-web-email-inbox_cf157109bb.webp "Home menu of Outlook on the web with a red square indicating where the Print option is")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-web-email-inbox.png) In Outlook on the web, the Print option is located at the top right of the screen. Once you’ve done this, the window will be divided into two sections, with the email you want to print displayed on the right. Now, click on **Print** at the top of the window.

[![Image: Email preview before clicking on the Print option](https://www.ionos.com/digitalguide/fileadmin/_processed_/c/0/csm_outlook-web-print-email_7f9209d5ee.webp "Email preview before clicking on the Print option")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2024/outlook-web-print-email.png) Email preview with Print option located at the top Next, a separate window titled **Print** will open. Similar to the desktop versions of Outlook, you can also modify settings in the web version before clicking on the **Print** at the bottom.

[![Image: “Print“ window in the online version of Outlook](https://www.ionos.com/digitalguide/fileadmin/_processed_/4/b/csm_outlook-web-print-config_6637b7b694.webp "“Print“ window in the online version of Outlook")](https://www.ionos.com/digitalguide/fileadmin/DigitalGuide/Screenshots_2025/outlook-web-print-config.jpg) 'Before printing an email, you'll also see the 'Print' window in the online version of Outlook.' There are also other ways to get to the Print window in the web version of Outlook. For example, you can use the key combination \[Ctrl\] + \[P\] or right-click on the email. However, when you opt to do it one of these ways, the email may not be displayed in its entirety and certain elements like [Outlook emojis](https://www.ionos.com/digitalguide/e-mail/technical-matters/outlook-emojis/) won’t show up. So, before starting the printing process, make sure to **check the print preview of your email**.

Note The instructions for Outlook on the web also apply to the new Outlook.

## Is the desktop or web version of Outlook better?

In general, the web version of Outlook should be seen as a slimmed-down version of Outlook that can be used to check your emails on the go or from a different computer. However, if you work with Outlook on a regular basis, the desktop version is essential.

Nowadays, there are numerous options for **customizing the management of your emails**. For example, you can [create Outlook rules](https://www.ionos.com/digitalguide/e-mail/technical-matters/create-outlook-rules/), set up [Outlook read receipts](https://www.ionos.com/digitalguide/e-mail/technical-matters/outlook-read-receipts/) and [archive Outlook emails](https://www.ionos.com/digitalguide/e-mail/technical-matters/outlook-archive/).

Tip Our email and calendar solution [Hosted Microsoft Exchange](https://www.ionos.com/office-solutions/microsoft-exchange "Hosted Microsoft Exchange from IONOS") is a great option for businesses. If you’re looking to flexibly store your files online, consider [HiDrive cloud storage from IONOS](https://www.ionos.com/office-solutions/hidrive-cloud-storage "HiDrive cloud storage from IONOS").

Working with a limited budget? Why not test a [free Outlook alternative](https://www.ionos.com/digitalguide/e-mail/technical-matters/free-alternatives-to-microsoft-outlook/)?


This is a markdown version of: [https://www.ionos.com/digitalguide/e-mail/technical-matters/how-to-print-an-outlook-email/](https://www.ionos.com/digitalguide/e-mail/technical-matters/how-to-print-an-outlook-email/) for AI/LLM consumption.