This article explains how to configure Outlook to automatically print certain incoming email. Instructions in this article apply to Outlook for Microsoft 365, Outlook 2019, Outlook 2016, Outlook 2013, Outlook 2010, and Outlook 2007.

What To Know

  • Home > Rules > Create Rule. Select Advanced Options. Pick the conditions, press Next, check Print it, and press Finish.Outlook 2013: File > Info > Manage Rules & Alerts. Select Apply rule on messages I receive in Start from a blank rule

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

  • Go to the Home tab and select Rules > Create Rule.
  • In the Create Rule dialog box, select Advanced Options.
  • 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.
  • Select the print it check box.
  • Select Finish to complete the rule.
  • 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.

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

In the Create Rule dialog box, select Advanced Options.

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.

Select the print it check box.

Select Finish to complete the rule.

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

Access the Rules Wizard in Outlook 2013

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

  • Select File.
  • Open the Info category.
  • Select Manage Rules & Alerts.
  • 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:

Select File.

Open the Info category.

Select Manage Rules & Alerts.

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

  • Select Tools > Rules and Alerts.
  • Select New Rule.
  • 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:

Select Tools > Rules and Alerts.

Select New Rule.

Highlight Check messages when they arrive.

  • Select Next.
  • In the Step 2: Edit the rule description section, select the criteria to use to filter incoming messages.
  • Select Next.
  • Select Yes.
  • In the Step 1: Select action(s) section, select the print it check box.
  • Select Finish.
  • Select OK.

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

Select Next.

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

Select Yes.

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

Select Finish.

Select OK.

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