Outlook - Printing messages Tutorial

In this video, you will learn about printing messages in Microsoft 365. The video covers how to print emails and other messages in your Microsoft 365 account.
This will help you easily print important messages and have physical copies for reference or documentation purposes.

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3728 views

Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to print emails using Outlook, detailing the steps involved, options available, and practical tips for effective email management.

Chapitres :

Introduction to Printing Emails in Outlook
Outlook offers a convenient way to print your emails, allowing you to keep a physical record of important messages. This guide will walk you through the process of printing emails, including various options and settings available to customize your printouts.
Steps to Print an Email
To print an email in Outlook, follow these steps: 1. **Select the Email**: Click on the email you wish to print. 2. **Access the File Tab**: Navigate to the top left corner and click on the 'File' tab. 3. **Choose Print**: From the menu, select 'Print'. This will open the print settings window where you can configure your printing options.
Understanding Printed Email Content
When you print an email, the printed document will include: - The body of the message - Title and header fields such as: - From - Sent - Subject This ensures that all relevant information is captured in the printed format.
Choosing the Printing Style
Outlook provides different printing styles to suit your needs: - **Memo Style**: This option prints the selected message in a standard format. - **Table Style**: This option allows you to print your list of emails in a table format, which can be useful for organizing multiple messages. You can select your preferred style from the print settings.
Exploring Print Options
In the Print Options menu, you can customize various settings: - **Printer Selection**: Choose which printer to use. - **Pages to Print**: Specify if you want to print all pages or a selection. - **Layout Adjustments**: Change the layout of the printing styles by clicking on the relevant options. Once you have configured all your settings, click the 'Print' button to proceed.
Using Quick Print
For a faster printing option, you can use the Quick Print feature: 1. **Right-Click on the Email**: In your list of messages, right-click on the email you want to print. 2. **Select Quick Print**: Choose 'Quick Print' from the context menu. This method sends the email directly to the default printer using the last settings used, bypassing the print configuration window.
Conclusion
Printing emails in Outlook is a straightforward process that can help you maintain a physical record of important communications. By understanding the various options and settings available, you can customize your printouts to meet your specific needs, whether you prefer a detailed memo format or a concise table layout.

FAQ :

How do I print an email in Outlook?

To print an email in Outlook, select the email you want to print, go to the File tab, and then click on Print. You can choose your printing style and configure other print options before clicking Print.

What information is included when I print an email?

When you print an email, it includes the body of the message along with header fields such as 'From', 'Sent', and 'Subject'.

What are the different printing styles available in Outlook?

Outlook offers different printing styles, including the Memo parameter, which prints the email in a standard format, and Table, which formats the content as a table.

Can I print multiple emails at once?

Yes, you can select multiple emails in your inbox and print them using the print options, but you may need to choose a suitable printing style for the best results.

What is Quick Print in Outlook?

Quick Print is a feature that allows you to print an email directly to your default printer without opening the print configuration window. You can access it by right-clicking the email and selecting Quick Print.

Quelques cas d'usages :

Printing Email for Record Keeping

Professionals can print important emails to maintain a physical record for compliance or documentation purposes. This is particularly useful in industries like finance or legal, where keeping hard copies of communications is essential.

Creating Meeting Agendas

Users can print emails that contain meeting agendas or important discussions to distribute to attendees during meetings. This ensures everyone has a reference during discussions and can help improve meeting efficiency.

Archiving Important Correspondence

Individuals can print critical emails for personal archiving, ensuring they have access to important information even without digital devices. This is useful for personal records or when preparing for audits.

Printing Email Lists for Team Review

Teams can print lists of emails related to specific projects or tasks to facilitate discussions during team meetings. Using the Table printing style can help organize the information clearly.

Quick Printing for Immediate Needs

In fast-paced environments, such as customer service, employees can use the Quick Print feature to immediately print emails that require urgent attention or action, streamlining workflow and response times.

Glossaire :

Outlook

A personal information manager from Microsoft, primarily used as an email application, but also includes calendar, task manager, contact manager, note-taking, journal, and web browsing.

Print

The process of producing a hard copy of a document or email from a digital format, typically using a printer.

File tab

A section in Microsoft Outlook that provides access to file-related tasks such as printing, saving, and sharing emails.

Memo parameter

A printing style option in Outlook that formats the printed email to include the body of the message along with standard header information.

Table

A printing style option in Outlook that formats the printed content as a table, useful for displaying lists of emails or data.

Print Options

Settings available in Outlook that allow users to customize their printing preferences, including printer selection, page range, and layout.

Quick Print

A feature in Outlook that allows users to print an email directly to the default printer without opening the print configuration window.

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to keep track of them in paper format.

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To print a message, select it,

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and go to the File tab, then Print.

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A printed email contains the body of the message,

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as well as a title and header fields,

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such as from, sent, and subject.

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You can choose the printing style,

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by choosing the Memo parameter,

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you print the selected message.

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By choosing Table, you print your list as a table.

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Other options are available in Print Options,

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including the choice of the printer,

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the extended pages to print,

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but also, to change the layout

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of the printing styles by clicking here.

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Once all your settings are configured,

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you can click Print.

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Alternatively, when you are in the list of your messages,

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you can send a message in Quick Print.

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Right click, choose Quick Print.

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In this case, you do not open

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the Print Configuration window.

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Your mail goes straight to the default printer

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with the last settings used for printing.

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