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How to Print an Email (Desktop & Mobile)

Updated · Standard formula, shown below

Printing an email is a straightforward way to keep a hard copy for your records, share it with someone who prefers paper, or file it for reference. This guide covers the exact steps for printing emails in popular desktop and mobile email clients, including Gmail, Outlook, Apple Mail, and the mobile apps. You’ll also find tips to avoid wasted paper and troubleshooting steps if the print job doesn’t behave as expected.

What You’ll Need

  • A printer that is turned on and connected to your computer or mobile device (via USB, Wi-Fi, or network).
  • The email you want to print open on your screen.
  • Printer drivers installed on your device (most modern printers install automatically, but check if you’re having issues).

Step-by-Step

On a Computer (Windows or Mac)

  1. Open your email client (Gmail in a browser, Outlook desktop app, Apple Mail, etc.) and locate the email you want to print.
  2. Open the email by clicking on it. Make sure you’re viewing the full message, not just the list.
  3. Find the print option. The location varies by client:
    – Gmail (web): Click the three vertical dots (More) in the top-right corner of the open email, then select “Print.”
    – Outlook (desktop): Click the File tab, then choose Print. Or press Ctrl+P (Windows) / Cmd+P (Mac).
    – Apple Mail: Click File > Print, or press Cmd+P.
    – Yahoo Mail (web): Click the three-dot menu in the top-right, then select “Print.”
  4. Review the print preview. A dialog box will appear showing how the email will look on paper. Check that the formatting is acceptable—sometimes emails with lots of images or HTML can look messy.
  5. Select your printer from the drop-down list at the top of the dialog.
  6. Adjust print settings if needed: choose the correct page size, orientation (portrait/landscape), and color (color or black & white). You can also select which pages to print if the email spans multiple pages.
  7. Click “Print” (or “OK”) to send the job to the printer. Wait for the printer to finish.

On a Mobile Device (Android or iPhone)

  1. Open the email in your email app (Gmail, Outlook, Apple Mail, etc.).
  2. Tap the three-dot menu (usually in the top-right corner of the screen) to open more options.
  3. Select “Print” from the menu. On some apps, you might need to tap “Share” first and then choose “Print.”
  4. Choose your printer from the list of available printers. If your printer isn’t listed, ensure it’s on the same Wi-Fi network and supports AirPrint (iPhone) or Google Cloud Print/Print Services (Android).
  5. Adjust print settings (number of copies, color, etc.) using the options shown.
  6. Tap the print icon (usually a printer symbol) to start printing.

Common Mistakes

  • Printing from the list view instead of opening the email: This often prints the entire inbox or a summary, not the full message.
  • Forgetting to check the print preview: Emails with large images or complex formatting can waste paper and ink. Always preview first.
  • Selecting the wrong printer: If you have multiple printers, you might accidentally send the job to a printer in another room or a virtual PDF printer.
  • Ignoring page range: If an email is 10 pages long, you might only need the first page. Set the range to avoid printing everything.
  • Not adjusting margins: Some email clients have narrow margins that cut off text. Use the print dialog’s margin settings if available.

Tips

  • Use “Print to PDF” if you don’t need a paper copy. This saves the email as a PDF file, which you can share or archive digitally. In the print dialog, choose “Save as PDF” (Mac) or “Microsoft Print to PDF” (Windows) as the printer.
  • Simplify the email for printing: If the email has a lot of clutter (images, headers), copy the text into a word processor and print that instead. This often produces a cleaner, smaller document.
  • Check printer settings for double-sided printing: If the email is long, print on both sides to save paper. Look for a “Two-sided” or “Duplex” option in the print dialog.
  • Adjust the scale in the print dialog (e.g., “Fit to page” or a percentage) to ensure the email fits nicely.
  • For Gmail, use the “Print all” option if you want to include the entire conversation thread. Otherwise, it prints only the selected email.

Troubleshooting

If the print job doesn’t go as planned, try these steps:

  • Nothing happens after clicking Print: Check that the printer is turned on and connected. Look for error lights on the printer. Try printing a test page from your device’s printer settings.
  • Printer not listed in the dialog: Ensure the printer is on the same Wi-Fi network (for wireless printers) or properly connected via USB. Restart both the printer and your computer, then try again.
  • Printout is garbled or shows code: This usually indicates a driver issue. Update the printer driver from the manufacturer’s website or through your operating system’s update tool.
  • Email prints with missing images or broken formatting: Some email clients block images by default. Try enabling images in the email (click “Display images” or “Always display images”) before printing. Alternatively, copy the text into a word processor.
  • Print preview shows only part of the email: Some clients truncate long emails. Try scrolling to the bottom of the email to load all content, then print again.
  • Print job stuck in queue: Open the printer queue (usually in the system tray or printer settings) and cancel the stuck job. Then try printing again.

Frequently Asked Questions

Can I print an email as a PDF without a printer?

Yes. In the print dialog, choose “Save as PDF” (on Mac) or “Microsoft Print to PDF” (on Windows) as the printer. This creates a PDF file of the email on your computer.

Why does my email print with a lot of blank space?

This often happens when the email has large images or a layout designed for screens. Try using the “Fit to page” option in the print dialog, or copy the text into a document and print that.

How do I print only the first page of an email?

In the print dialog, look for a “Pages” or “Page range” field. Enter “1” to print only the first page, or “1-2” for the first two pages.

Can I print an email from my phone without a Wi-Fi printer?

Some printers support direct printing via USB OTG (for Android) or AirPrint (for iPhone) if the printer supports it. Otherwise, you can email the email to yourself and print from a computer, or use a cloud printing service.

Why is the print button grayed out?

This usually means no printer is detected. Check that your printer is connected and set as the default printer. On mobile, ensure your printer is on the same network and supports the printing protocol (AirPrint, Mopria, etc.).

How do I print an email thread with all replies?

In Gmail, open the thread and click the three-dot menu, then choose “Print all.” In Outlook, you may need to select all messages in the conversation and print them, or use the “Print” option from the conversation view.

Related

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