Outlook doesn't support a way to change or remove the name or message header at the top of the printout.
- 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.)
- Open the Message in Internet Explorer and print. This only works with HTML formatted messages and you will lose To/From/Subject/Date header.
- Configure the print layout to use a font that does not include the standard alphanumeric characters.
- 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
- Go to File, Print
- Click Print Options
- Page Setup
- On the Format tab, click Title Fonts
- Select a font that does not include Alphanumeric characters, such as the WordPerfect WP MultinationalB Courier or Adobe Blank font, then select OK
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.
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
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.
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.
Print Tools for Outlook 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 specify (or forbid) which file types will be printed or print an attachment separately from its message.
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 provides a suite of useful printing features. Use the Blueprint Quick buttons to perform repetitive or complex printing operations in a single click. 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 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.
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.
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.
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 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.
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.
The following pages address other Outlook printing issues: