How to Print an Email or Calendar in Outlook

Applies to: Microsoft 365 (Outlook, New Outlook for Windows, Outlook on the web), Windows 11, Windows 10
Article Type: How-To
Last Updated: 2026-08-09

Summary

Printing an email is two clicks in every version of Outlook; printing a calendar that is actually readable is a different job, and it is the reason this guide exists. This article covers messages, attachments, conversations and printing to PDF, then the calendar half — the print styles, the date range, and the setting that keeps a private appointment off a page heading for a meeting-room wall.

In this guide

• 1. Print a single email message
• 2. Print an attachment as well as the message
• 3. Print a list of messages or a whole conversation
• 4. Print to PDF instead of paper
• 5. Choose the right calendar print style
• 6. Set the date range and keep private appointments off the page
• 7. Print a calendar from new Outlook or Outlook on the web
• 8. Print one appointment on its own

Before You Start

• Which Outlook you are in decides where the print command sits. If you are not certain, Understanding Outlook Versions — Classic vs. New vs. Web settles it in a few seconds.
• A printer set up on the machine — or nothing at all, if you plan to print to PDF. Windows includes Microsoft Print to PDF as standard.
• No admin rights required.

Instructions

1. Print a single email message

Every version of Outlook prints one message the same way in principle; what changes is where the print command sits.

Classic Outlook

1. Click the message once in the message list, or open it in its own window.
2. Click File > Print, or press Ctrl + P. The Print pane opens with a live preview on the right.
3. Choose your printer from the list under Printer.
4. Under Settings, select Memo Style — the layout that prints the message itself: sender, recipients, subject and date across the top, then the body.
5. Click Print, and check the page count in the preview first if the message carries a long quoted thread.

New Outlook for Windows

1. Select the message in the list.
2. Click the Home tab, then click Print at the top of the ribbon. Ctrl + P opens the same thing.
3. A preview appears. Choose the printer and the layout, then click Print.

Outlook on the web

1. Open the message so it fills the reading pane.
2. Click the Print icon at the top of the message, or press Ctrl + P. A print preview opens in a separate tab or window.
3. Choose the printer and click Print.

2. Print an attachment as well as the message

Printing a message prints the message — the attachment is a separate action, and that is what catches people out.

1. For the most reliable result in any version, open the attachment and print it from the program that opens it. That gives you page ranges, scaling and a choice of printer, none of which the message's own print path offers.
2. In Outlook on the web and new Outlook, click the arrow beside the attachment and select Preview to open it in Outlook, then print from the preview screen.
3. Or select Download on that same menu, open the downloaded file in its usual program, and press Ctrl + P.
4. In classic Outlook, double-click the attachment to open it, then print from there.
5. To have classic Outlook send the attachments along with the message in one go, click File > Print > Print Options and select the option to print attached files before you click Print.
6. Count the pages that come out against what you expected. A message with three attachments prints as four separate jobs, and they do not always arrive at the printer in order.

3. Print a list of messages or a whole conversation

Two print styles decide whether you get a list of your messages or the contents of them, and choosing wrong costs a lot of paper.

1. Select the messages you want. Click the first, hold Shift, and click the last for a run; hold Ctrl and click to pick individual ones.
2. Click File > Print, then click Print Options.
3. Choose Table Style to print the list — one row per message, showing sender, subject and date. This is the style for a record of what is in a folder.
4. Choose Memo Style to print the messages themselves. Outlook prints each one in full, one after another.
5. For a whole conversation, expand it first: click the arrow at the left edge of the conversation so every reply becomes its own row in the list. Then select the first and last with Shift and print in Memo Style.
6. Read the page count in the preview before you click Print. A twenty-message thread in Memo Style runs to twenty pages or more, because every reply carries the quoted text of the ones before it.
7. If the print pane in your version does not offer these two styles, open the same mailbox in classic Outlook and print from there.

4. Print to PDF instead of paper

Most requests to print an email are really requests to keep a copy of it, and a PDF does that better than paper.

1. Start the print the same way as always: File > Print in classic Outlook, Home > Print in new Outlook, the Print icon in Outlook on the web.
2. In the Printer list, select Microsoft Print to PDF instead of your office printer.
3. Click Print. Nothing goes to a printer — Windows asks you for a filename and a folder instead.
4. Give it a name you will find again. The sender and the date beat Print.pdf when you go looking in eight months.
5. Click Save. The file lands where you put it and opens in your default PDF viewer.
6. The same route works for a calendar and for attachments. How to Save or Print Any Document as a PDF covers the rest of the options.

5. Choose the right calendar print style

Classic Outlook's calendar print styles are the reason this job belongs in the desktop app, and picking the right one is most of the work.

1. Click the calendar icon in the navigation bar to switch to Calendar, and tick the calendar you want in the folder pane on the left. Outlook prints one calendar at a time.
2. Click File > Print. The Print pane lists the styles under Settings, with a live preview on the right.
3. Click each style in turn and watch the preview redraw. The list holds what your version supports; the full set is:
   • Daily Style — one day per page, hour by hour, with space for notes. The one to carry into a packed day.
   • Weekly Agenda Style — the week as a list of appointments with their full titles. Best when what is on matters more than exactly when.
   • Weekly Calendar Style — the week as a timetable grid, so the gaps are visible at a glance.
   • Monthly Style — the month as a grid. The wall-planner view, and the one that needs the most help to stay readable.
   • Tri-fold Style — a page folded in three, carrying the day, the week and your task list side by side.
   • Calendar Details Style — every appointment printed with its body text, notes and attendees underneath it.
4. Choose Weekly Agenda Style or Calendar Details Style when you need what is inside each appointment rather than where it sits in the day.
5. Click Print once the preview shows what you meant.

6. Set the date range and keep private appointments off the page

Print Options is where a calendar printout becomes the exact range you meant, and where you stop a private appointment reaching a meeting-room wall.

1. In Calendar, click File > Print, then click Print Options.
2. Under Print range, set the Start and End dates. This is what gives you the three days of a conference or a fortnight of cover, rather than whatever the screen happened to be showing.
3. Select Hide details of private appointments. An appointment marked private then still occupies its slot on the page, and its details do not print.
4. Confirm which calendar you are printing in the list at the top of the dialog. Outlook prints one at a time, and a shared or team calendar sits one click away from the one you meant.
5. Click Page Setup to change the fonts, the paper and the orientation, or to add a header or footer. Landscape is what makes Monthly Style legible — seven days across a portrait page leaves each one too narrow to hold an appointment title.
6. Click OK, then read the preview properly. Read the entries themselves, not the shape of the page. This is the last point at which a printout heading for a shared room can be caught.
7. Click Print. If a month still will not fit, print it to PDF (step 4) and use the scale control in your PDF viewer's own print dialog, or shorten the range to a fortnight and print two pages.

7. Print a calendar from new Outlook or Outlook on the web

New Outlook and Outlook on the web share one print pane, and it trades classic Outlook's list of named styles for a layout you pick in the moment.

1. Switch to Calendar from the sidebar on the left.
2. Click the Home tab, then click Print.
3. Choose which calendar to print in the pane that opens.
4. Choose the view. Microsoft's own documentation names Work week and Month; the list shows whatever your build supports.
5. Set the time range you want covered, and any agenda options the pane offers.
6. Read the preview before you print. If a private appointment's details are showing and there is no control to hide them, print that calendar from classic Outlook instead, where the checkbox lives (step 6).
7. Click Print — or select Microsoft Print to PDF as the printer first, to keep it as a file (step 4).

8. Print one appointment on its own

An agenda, a room booking, or a travel itinerary needs one appointment on a page rather than the whole week around it.

1. Switch to Calendar and double-click the appointment so it opens in its own window.
2. Click File > Print.
3. Select Memo Style under Settings. The preview shows the subject, times, location and attendee list, then the body of the invitation — which is where an agenda usually lives.
4. Click Print, or choose Microsoft Print to PDF first to keep it as a file you can forward.
5. If your version's print pane does not offer this, print that one day instead: choose Calendar Details Style and set the Print range to a single date (steps 5 and 6). It puts the same information on the page.

Troubleshooting

WARNING

Check the private-appointment setting before you print a calendar anyone else will see. A calendar printed for a meeting-room wall or handed round a team carries the subject line of every entry on it, including the ones you marked private. In classic Outlook, File > Print > Print Options carries a Hide details of private appointments checkbox — select it, then read the preview entry by entry. In new Outlook and Outlook on the web, read the preview first; if details you do not want on paper are showing, print that calendar from classic Outlook instead.

Symptom / Error	Potential Cause	Solution
Attachment did not print with the message	Printing a message prints the message body	Select the attachment option in Print Options (step 2), or open the attachment and print it from its own program.
Printed calendar shows details of a private appointment	Hide details of private appointments was not selected	Reprint from classic Outlook with that checkbox selected in Print Options (step 6), and check the preview entry by entry before the second attempt.
Month view is unreadable — appointment titles cut off	Portrait orientation on a month grid	Click Page Setup and change the orientation to landscape (step 6). If it still will not fit, print to PDF and scale it there, or halve the date range.
A hundred pages came out instead of a list	Memo Style selected where Table Style was wanted	Memo Style prints every message in full; Table Style prints one row each. Switch it in Print Options and read the page count in the preview (step 3).
The print pane offers no calendar styles	You are in new Outlook or Outlook on the web	The named styles are classic Outlook's. Open the same mailbox in classic Outlook and print from there (step 5).
The wrong calendar printed	Outlook prints one calendar at a time	Tick the calendar you want in the folder pane before printing, and confirm it in the list at the top of Print Options (step 6).
Only the first page came out	The page range was left narrower than the job	Open Print Options, set the range to cover every page, and check the page count in the preview before printing again.

Related Articles

• How to Save or Print Any Document as a PDF
• How to Create a Calendar Event in Outlook
• Understanding Outlook Versions — Classic vs. New vs. Web

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