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.

Print any Outlook item

  1. Choose an email, calendar, contact, or task item to print.

  2. Choose File > Print to see a preview of the item you've chosen to print. 

    Print preview of Outlook email message

    Note: You can also use Ctrl+P on Windows or Cmd+P on macOS to print items.

  3. Select the printer you want to use if it isn't already selected.

  4. Press Print Options to change the print settings 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.

  5. 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.

  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.

Print some or all contacts in your address book

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.

  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.

When you use File > Print to display the Print view, which contains both printer settings and print preview, the current window may shift to the background, behind the main Outlook window. You can minimize the main Outlook window to bring the Print view back to the foreground. For more information on this problem, see Print preview problems 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.

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