How to Print Incoming Mail Automatically in Outlook

Save time by automatically printing certain incoming emails in Outlook

When there are specific email messages that you always print, create a rule in Outlook to automatically print those messages when they arrive in your inbox. For example, you may want to automatically print financial statements from your investment company or status reports from your staff so that you can review these documents right away.

Instructions in this article apply to Outlook for Office 365, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook 2007.

Print Incoming Mail Automatically in Outlook

Create an advanced rule to make Outlook print emails automatically as they are retrieved.

  1. Go to the Home tab and select Rules > Create Rule.

    Selecting Create Rule in Outlook
  2. In the Create Rule dialog box, select Advanced Options.

    Selecting incoming email filters in Outlook
  3. In the Rules Wizard, select the conditions you want to use to filter incoming messages to print. For example, you may want to automatically print messages sent only to you that have specific text in the Subject line. Select Next to continue.

  4. Select the print it check box.

    Selecting the print it action in Outlook
  5. Select Finish to complete the rule.

  6. Every incoming email that matches the rule you set automatically prints to the printer connected to your computer.

Add the Print Action in Previous Versions of Outlook

Older versions of Outlook have a slightly different menu system for adding rules. To automatically print emails in your inbox, use the procedures below.

Access the Rules Wizard in Outlook 2013

In Outlook 2013, to access the Rules Wizard to set up the same rule described above:

  1. Select File.

  2. Open the Info category.

  3. Select Manage Rules & Alerts.

  4. In the Start from a blank rule section, highlight Apply rule on messages I receive.

Access the Rules Wizard in Outlook 2007

In Outlook 2007, to access the Rules Wizard and set up the same rule described above:

  1. Select Tools > Rules and Alerts.

  2. Select New Rule.

  3. Highlight Check messages when they arrive.

Add the Printer Action in Outlook 2013 and Older

If you use Outlook 2013 or older, to complete the Rules Wizard to set up printing:

  1. Select Next.

  2. In the Step 2: Edit the rule description section, select the criteria to use to filter incoming messages.

  3. Select Next.

  4. Select Yes.

  5. In the Step 1: Select action(s) section, select the print it check box.

  6. Select Finish.

  7. Select OK.

For more automatic printing options in Outlook (including automatic printing of attachments), use a tool such as Print Tools for Outlook.