How Do I Remove My Name When I Print Email?

Last reviewed on June 5, 2013

Outlook doesn't support a way to change or remove the name or message header at the top of the printout.

Header on a printed email

  1. If you use Word as the editor you can hit Forward or Reply and print from Word. This will include the To/From/subject/Date information. This works with all versions except Outlook 2007 and later. (To set Word as the editor, go to Tools, Options, Mail Format tab and select the option to use Word as the email editor. Note that this only works if Outlook is installed in a suite with Word.)
  2. Open the Message in Internet Explorer and print. This only works with HTML formatted messages and you will lose To/From/Subject/Date header.
  3. Configure the print layout to use a font that does not include the standard alphanumeric characters.
  4. Use a print utility listed below.

eDiscovery warning: If a printed message has the potential to be used in litigation, use the Print key to print the message, in it’s entirety with the message header intact.

View in Browser

Look for Open in Browser on the View menu of an open message in Outlook 2003 and earlier. To convert a plain text message to HTML, open the message and go to Edit, Edit message then change the format to HTML

In Outlook 2007 and 2010, look for View in Browser on the Options menu of an open message. Edit message is also on the Options menu in Outlook 2007/2010.

 

Use a different font

Change the font for the title field

  1. Go to File, Print
  2. Click Print Options
  3. Page Setup
  4. On the Format tab, click Title Fonts
  5. Select a font that does not include Alphanumeric characters, such as the WordPerfect WP MultinationalB Courier or Adobe Blank font, then select OK
  6. Print

If you do not have a font installed that does not include alphanumeric characters, get Adobe Blank from SourceForge. You may need to restart Outlook to use it for printing.

Printed email with the name removed

Wrong name is printed

A second problem some users run into is the name that prints is not their name. To fix this, you usually need to make a new profile and use the desired display name in the default account.

Tools in the Spotlight

Print On Demand

Sperry Software's Print On Demand add-in for Outlook is being released for Outlook 2010. The add-in places convenient print buttons on the Outlook toolbar so that you can simply select the emails and/or attachments you want to print then click the Print Email, Print Attachments, or Print Both buttons. This new version now works with Outlook 2010, both 32-bit and 64-bit. Enter code WD9BHK53 during checkout.

Print Tools for Outlook

Print Tools for Outlook is a Microsoft Outlook add-in. It will help you automatically print incoming and outgoing messages with attachments (as well as messages and attachments separately). The plug-in automatically unpacks and prints packed .ZIP and .RAR attachments, and supports manual and automatic modes. Used with Microsoft Outlook rules, the Print Tools plug-in allows you to create a system that will automatically print messages and/or attached files. You can either specify (or forbid) which file types will be printed or print an attachment separately from its message.

Tools

Advanced Email Printer

Advanced Email Printer works with Microsoft Outlook to help you manage how messages are stored, displayed, organized and printed. Provides the ability to sort emails according to cases, store crucial evidence in a logical manner and print emails in either chronological order or reverse chronological order.

Auto Print Add-In for Outlook

Sperry Software's Auto Print Add-In for Outlook has support for Outlook 2010, both 32-bit and 64-bit. In addition, it now has the ability to print emails and/or attachments to any printer, not just the default printer. Margins, number of copies, print first page only - many new options are also now available, and Sperry Software now has fully functional 14-day trial versions on its entire product line.

AutoPrint

Need to print out incoming messages, with or without the attachments? The free add-in, AutoPrint for Outlook can help. It automatically prints messages on the default printer. You can chose to print the message text or the attachments, or both, and specify subject keywords and attachment types to exclude.

Blueprint for Outlook

Blueprint provides a suite of useful printing features. Reduce Paper Usage by printing selection and page range. Use the Blueprint Quick buttons to perform repetitive or complex printing operations in a single click - Print Message and Attachments. Control Print Layout - Add Headers and Footers including Company Logo and Sensitivity Markings. Automatically print incoming / outgoing messages and attachments. Choose to only autoprint the first page. Choose to include/exclude specific attachment types in print jobs. Add print buttons to a separate Outlook toolbar for extra control. Available in Basic, Professional, and Enterprise versions.

MP*Print

MP*Print is a plug-in integrated into the Rules Wizard as a Custom Action used to automatically print email and/or attachments. Options include the ability to select the printer according to your own filters created with the Assistant, select different printers for the body of the message and for the attachments. Define the list of authorized extensions (for example .doc, .rtf, .txt, if you only want to print text files and Word files). MP*Print handles any attachment format if the application is available on the computer, including HTML attachments.

OutlookPrinter

Print your Outlook Emails the way you want. Outlook Printer allows you to customize the printing of your Outlook mails with an easy to use interface. Prints incoming e-mails automatically.

PDF/XPS/DOC Document Exporter for Outlook 2007

Document Exporter brings PDF, XPS and other widely used formats such as DOC, MHT and HTML to Outlook 2007 enabling you to save or simply attach your emails as PDF/XPS. You can batch convert multiple mail (or post) items to multiple file documents in a single-click. Additionally, you can merge and save multiple related mail (or post) items to a single file document. Whatever the technique you use, Document Exporter preserves all the inline/embedded images, hyperlinks in the generated documents.

PF-PrintMerge

Generate Adobe Acrobat files from Outlook and other database merges.

Print Agent for Exchange

Print Agent for Exchange - a solution for Microsoft Exchange Server 2013, 2010, 2007, 2003, which allows to automatically print out the necessary emails and attachments. The product consists of three components - a management console, transport agents, installed on the Exchange server, and one or more services that are directly processed printing. A practical system of rules, including conditions, actions and exceptions, allows to define criteria for printing of really necessary messages and attachments. Print Agent for Exchange can print both email messages and attached files (images, html, PDF, txt).

Print Folder Messages

Do you ever want to automatically print all messages in your Microsoft Outlook Inbox (or other folders)? Print Folder Messages 2.0 Appin will do exactly what it says! Compatible with Microsoft Outlook 2000-2013, 32-bit and 64-bit!

Print Message 2.55

Print Message is a MS Outlook add-in which can help you to print mails including attachments after emails arrive or are sent. Messages can be printed in plain, RTF or HTML format with an option to customize message header and include attachments info. Print Message has build-in support for printing HTML format. Graphics files are printed through 3rd party software, pdf files through acrobat reader, other formats are printed through applications associated to attachments type.

Print4OL

Print4OL is a Outlook COM-Addin for printing or showing single (memo style) or multiple (table style, report style, calendar style or label style) items in MS-Word, using Word Templates. Supported on Windows XP/Vista, Outlook and Word XP/2003/2007 with latest Service Pack.

PrintPage1 for Microsoft Outlook

Use PrintPage1 to print any email without all the previous exchanges of messages or disclaimers. It discards any messages that are appended at the bottom of the current message and that begin with From:. That means that even if the new message extends to two pages you get it all.

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.

Please post long or more complicated questions at Outlookforums.

7 responses to “How Do I Remove My Name When I Print Email?”

  1. Tina

    Go to file, then print, then print options, then page setup and under fonts "title" select WP MultinationalB Courier, then select ok, then print. If you do not have this font on your version of windows, you can download it.

  2. Michelle

    In Microsoft Outlook Go to File--> Info--> Account Settings-->Change Existing Connection Settings--> Double Click on your Email account listed--> Under User Information change Your Name.

  3. Chris

    Outlook 2007: Create a new profile, call it anything.
    Manually configure the profile if the auto account setup is defaulted. Select Internet E-mail>Next>In "Your Name" which is required, type in your company name, or some other generic header. The rest of the POP info can be bogus. When finished you'll have an empty profile that you can import a PST to. The emails will only have the company name at the top header. The other important info you want - From:, Sent:, To:, Subject: will all appear at the top.

  4. muhammet

    justlike tina says, either make your title font WP multinationalB Courier or set the font size to 1 and select a font which looks smallest in preview area.

  5. Eric Heavrin

    I have a customer (VIPish) that wants this to happen NOW.. I tried all of the ones above and of them Blueprint and Outlook Printer were able to remove basically anything in the email. The easier of the 2 for me was Blueprint because the templates are configured in HTML and it was easy to find the things I wanted to remove. It also allowed me to put a one-button touch to print with the new format (for 1 or multiple emails). Outlook Printer's templates are configured in Word and to me they are easy to understand, but don't have nearly the options available. You would have to know how to add them into your email. Also, and this is a small issue, you have to click print and then select your icon from a dropdown. Two buttons instead of one and for my customer that is a game changer. Thank you for the links and I hope this helps someone in the future.

  6. ZMaN19

    We have a user on an exchange based system and she was experiencing similar difficulties after a name change from a recent marrage. Her maden name would print and appear in her Offline Global Address list. Although others would receive her mail as the correct name and her name would appear correctly in their address list. I closed Outlook, went to C:\users\*username*\AppData\Local\Microsoft\Outlook and verifiesd that her .ost mactched her primary .ost in outlook as well as her *username* and I then noticed that her OAB or Offline Address Book had not been changed in months despite multiple recent re-loads. So I re-named her Offline Address Books folder to "Offline Address Books.1" and re-opened outlook forcing it to re-load correctly. Once I did that, her named appeared correctly during print and in her address book. You may have to adjust your folder options in control panel to view hidden operating system files and know file extensions to do this but it correced the issue here. Hope this helps.

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