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In any folder, you can print individual items (item: An item is the basic element that holds information in Outlook (similar to a file in other programs). Items include e-mail messages, appointments, contacts, tasks, journal entries, notes, posted items, and documents.) or a view (view: Views give you different ways to look at the same information in a folder by putting it in different arrangements and formats. There are standard views for each folder. You can also create custom views.) of all items in the 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.

Each type of item and each view has a print style (print style: A combination of paper and page settings that determines the way items print. Outlook provides built-in print styles, and you can create your own.), 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, and in the case of views, you can change the look of the view to modify how it prints.

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 (custom field: A field that you can create. A custom field can be a blank, combination, or formula field.) you create.