How to Print Outlook Address Books

Last reviewed on December 18, 2013

Address bookMany users want to print their address book, as in the address book that comes up when they click the To button or the Address Book button (Ctrl+Shift+B).

This address book is a “virtual folder” displaying a list contacts from all of your address sources and includes only the contacts that contain electronic addresses (email or fax numbers), and does not contain a Print option.

If you want to print your address book, you’ll need to go to the address source, such as your Contacts folder, then print.

You can either use the Print command or Mail Merge to Word. If you want to print only certain contacts, create a custom or filtered view before opening the print dialog or beginning the mail merge.

Choose contact view

Before selecting File, Print, apply any view except Phone or List if you want to print a Card, Booklet, or Phone Directory.

Address book print layouts

Outlook Contacts Folder | Global Address List | Personal Address Book | Tools | More Information

The following methods are marked to indicate whether they are appropriate for the Personal Address Book (PAB), Contacts folders in the Outlook Address Book (OAB) or Microsoft Exchange Server Global Address List (GAL). In many cases, the techniques used for printing can also be adapted to exporting.

 

Outlook Contacts Folder

  • Use Microsoft Access to link to an Outlook table, and use Access as the report designer. Unfortunately, this method does not support all fields.
  • Arrange a Contacts folder view showing the fields you want to print, then print directly from the folder.
  • Use the Address Book as the data source for a mail merge in Microsoft Word, selecting your Contacts folder. The catalog format works well for the merge document. This method will not print details of distribution lists, though, and you’ll get only the first e-mail address from a contact item. The main advantage of this method is that you do get the actual e-mail address, not just the display name that the Outlook view shows.
  • Print each Microsoft Outlook distribution list individually.
  • Sue Mosher’s book, Microsoft Outlook Programming – Jumpstart for Administrators, Developers, and Power Users, includes a routine to export an Outlook 2000 distribution list to Excel, where you an save it as .csv file.
  • Extract The Members Of An Outlook Distribution List To A Word Document (code sample)

 

Global Address List

 

Personal Address Book

Note: Modern versions of Outlook do not support a Personal Address Book (PAB). If you are still using a PAB, you should import it into your Contacts folder.

  • Import a Personal Address Book into an Outlook Contacts folder and print from there. In Outlook 2000, distribution lists import just fine. In earlier versions, each entry in the distribution list imports as a separate contact item.
  • Import a Personal Address Book into Microsoft Outlook Express, which has a print function. You won’t get distribution lists, though.
  • Use the PAB as the data source for a mail merge in Microsoft Word. The catalog format works well for the merge document. This method will not print details of distribution lists, though.
  • Use the Export Client Extension to export distribution lists from a PAB into mail messages.

Tools

Directory Search

Directory Search is an easy-to-use web application that turns your Active Directory in to a corporate phonebook. The administrator defines which fields are visible and the search criteria that can be used. Features include displaying each user's photo (from the thumbnailPhoto attribute) and exporting search results to CSV or Excel.

Global Address List Exporter

Export your Global Address List so you can share it with business partners, clients, and internally. Employees can now easily print a hard copy of the company directory for quick access to phone numbers. Beta.

GroupID Reports

Run reports on distribution lists, users and more, pulling data from Exchange 5.5, Active Directory, or Exchange 2000/2003/2007. List all distribution lists and their members or just the number of members and present the report in XML, HTM, or Excel format. Free.

IMI GAL Exporter

IMI GAL Exporter (Also known as IMI Global Address List Extractor) for Microsoft Exchange Server is a small utility for Exchange Admin to export GAL to a few file formats. What is new in this version? Native export to CSV, XML, HTML, SQL, Microsoft Office Excel, Microsoft Access. If you are working with Microsoft Office Outlook 2010 and there is more than one Exchange Server to your MAPI profile you can choose a specific Address list (Exchange Server) for export.

Written by

Diane Poremsky
A Microsoft Outlook Most Valuable Professional (MVP) since 1999, Diane is the author of several books, including Outlook 2013 Absolute Beginners Book. She also created video training CDs and online training classes for Microsoft Outlook. You can find her helping people online in Outlook Forums as well as in the Microsoft Answers and TechNet forums.

If the Post Coment button disappears, press your Tab key.