Printing 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.

In any Microsoft Outlook 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 a 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.

 Note   At the end of this article, there is a list of links to articles that discuss how to print specific types of items and views, including specific message pages and attachments.

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. In the case of views, you can change the look of the view to modify how it prints. Some examples include:

  • In Mail, the default style for e-mail messages is Memo Style, which prints copies that look similar to the message on your screen.
  • In Calendar, you can print a daily, weekly, or monthly view of your calendar and pages that include more details per item.
  • In Contacts, you can print a single contact or pages of contacts displayed as cards or in phone lists.

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.) that you create.

Options in the Print dialog box

Option Action
Name In the list, click a printer that you have installed and want to use.
Status For the selected printer, tells the status of the printer, such as idle, busy, or the number of files before your print job.
Type For the selected printer, tells the type of printer that you selected, such as laser.
Where For the selected printer, tells the location of the printer or which port the printer is connected to.
Comment For the selected printer, tells any additional information that you might need to know about the printer.
Properties Click this button when you want to change the properties, such as paper type, for the printer that you are using
Print to file Select this check box to create a file from the document instead of routing it directly to a printer. The file is saved with print formatting, such as font selection and color specification in a file that can be printed to another printer.
Number of pages In this list, click the number of pages that you want printed.
Number of copies In this list, click the number of copies that you want printed.
Collate Select this check box if you want your print job to be kept in the order that you created in your document when printed. This check box is available if you are printing multiple copies.
Print attached files. Attachments will print to the default printer only. Select this check box to print files that are attached to your Outlook items.
Print style Click the style that you want your Outlook item printed in. The different types of Outlook items have different styles available.
Page Setup Click this button to set other printer and paper options.
Define Styles Click this option to define the styles used when printing your Outlook items. For each style, you can edit attributes such as the formatting, page setup elements, headers and footers, page layout. Click the Edit button in the Define Print Styles dialog box to see attributes available for each style.
OK Click this button to send your document to the printer.
Cancel Click this button to go back to your document without printing it.

For more information, see:

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Applies to:
Outlook 2007