Printing emails shouldn’t take longer than writing them. Whether you’re saving records or sharing details offline, here’s how to print messages easily from any inbox.
You shouldn’t have to dig through settings just to print an email. But every inbox looks a little different, and printer menus can be buried behind extra clicks. Whether you’re printing a contract, receipt, or just want a paper copy for your files, the process is simple once you know where to look.
Below, you’ll find clear steps for printing from Gmail, Outlook, Apple Mail, and other email providers along with tips for saving emails as PDFs and printing directly from your phone.
Why people print emails
Despite digital tools for archiving and collaboration, many professionals still print emails for accountability and clarity. According to a study by Keypoint Intelligence, over 40% of general office workers preferred working on paper, so almost half of office workers may still print their emails. Here’s why:
- Recordkeeping: Contracts, invoices, and approvals that require signatures.
- Compliance: Legal or HR teams needing physical audit trails.
- Meetings: Quick reference material or presentations without screens.
- Organization: Keeping attachments and communication together for offline use.
Printing isn’t going away anytime soon, especially when it saves you from searching through months of archived messages.
How to print emails on Gmail (desktop)
- Open the email you want to print.
- Click the printer icon at the top right, or select More (⋮) → Print.
- Choose your printer or select Save as PDF from the printer list.
- Adjust your settings (orientation, color, number of copies).
- Click Print.
Gmail makes this process straightforward, but the print email function opens a separate preview window by design. If you don’t see it, check that your browser allows pop-ups from Gmail.
How to print emails on Gmail (mobile app)
- Open the Gmail app and the email you want to print.
- Tap the three dots in the top-right corner.
- Select Print.
- Choose your printer or Save as PDF.
- Tap Print again to confirm.
If you don’t see the option, your printer might not be linked yet. Most modern printers support Wi-Fi or AirPrint, which lets your phone detect and connect automatically. Check your printer’s mobile setup guide or the Google Cloud Printing support page.
How to print emails on Outlook (desktop)
- Open your message in the Outlook desktop app.
- Go to File → Print.
- Choose your printer or Print to PDF.
- Confirm and print.
Outlook also allows you to print just part of an email, such as a section or page. To do that, click File → Print → Settings → Print Selection.
How to print emails on Outlook (web)
- Sign in at Outlook.com.
- Open the message.
- Click the three dots (...) in the upper-right corner.
- Choose Print from the menu.
- A new tab will open with a printer-friendly view. Click Print again.
You can also print multiple emails in sequence by selecting them from your inbox list, right-clicking, and choosing Print.
How to print emails on Outlook (mobile app)
- Open the Outlook app.
- Tap More Options (⋮).
- Choose Print Conversation.
- Select your printer and tap Print.
If the print option isn’t visible, check that your email has fully loaded. Large attachments or poor connectivity can sometimes delay print commands.
How to print emails on Apple Mail (desktop)
- Open the Mail app.
- Select the email you want to print.
- Go to File → Print, or press Command + P.
- Adjust settings such as Pages, Layout, or choose Save as PDF from the bottom-left drop-down.
- Click Print.
You can also print multiple messages at once by selecting them with Shift + Click before printing.
How to print emails on Apple Mail (mobile app)
- Open the message.
- Tap the Share icon (square with an arrow).
- Scroll down and select Print.
- Choose your AirPrint printer or tap Share again to save as PDF.
For more details, Apple’s support article on printing from iPhone and iPad outlines compatible printers and AirPrint setup.
How to print emails for other email providers
If you use Yahoo, ProtonMail, Zoho, or another provider, the steps are similar:
- Open the email.
- Look for a Menu, More, or Printer icon in the toolbar.
- Select Print.
- Adjust your settings and click Print or Save as PDF.
If your email service doesn’t have a visible print button, use your browser’s built-in shortcut:
- Windows: Ctrl + P
- Mac: Command + P
Most modern browsers let you print directly from the screen, even if the interface doesn’t include a print icon.
How to print emails from your phone to your printer
Printing directly from your phone is now easier than ever. Modern printers support mobile connectivity through Wi-Fi, Bluetooth, or AirPrint.
On iPhone
- Ensure your printer and iPhone are connected to the same Wi-Fi network.
- Open your email and tap the Share icon → Print.
- Select your printer and tap Print.
On Android
- Open your email app and tap More (⋮) → Print.
- Choose your printer or Save as PDF.
- If you don’t see your printer, add it through Settings → Printing → Default Printer.
How to save or print an email as a PDF
Saving emails as PDFs is ideal for archiving or sharing without printing paper copies.
- Open the email.
- Click Print (or press Ctrl/Command + P).
- In the printer options, select Save as PDF.
- Choose where to save the file on your computer or cloud storage.
PDFs maintain the formatting, sender information, and timestamp, making them ideal for records and audits.
If you manage digital documentation regularly, tools like Google Drive or OneDrive integrate directly with this workflow, letting you store and organize PDFs for later retrieval.
Common email printing issues and how to fix them
Even with the right settings, printing emails can sometimes fail. Here are quick fixes to troubleshoot email printing issues:
- Printer not showing up: Confirm it’s on the same Wi-Fi network as your device.
- Email won’t load for printing: Clear cache or refresh the app/browser.
- Missing attachments: Download the attachment before printing.
- Formatting looks wrong: Choose “Fit to Page” or “Shrink to Fit” in print settings.
- No print option available: Use browser shortcuts or export the email as a PDF.
If your issue persists, printer manufacturers like Epson and Canon provide step-by-step mobile printing support pages.
Tips for printing emails
- Keep your inbox clean. It’s easier to print or export when messages are organized by folder or label.
- Use keyboard shortcuts. Ctrl/Command + P opens the print dialog instantly.
- Preview before printing. Check formatting and page breaks to save ink and paper.
- Combine PDF saving and printing. Save as PDF first, print later if needed.
- Stay connected. Ensure Wi-Fi or Bluetooth links to your printer before attempting mobile printing.
Printing emails is straightforward once you know where to look. Whether it’s a one-off message or a batch of receipts, the key is using your provider’s built-in print tools or browser shortcuts.
If you often need physical copies, consider setting up a Wi-Fi or AirPrint printer for faster access.
Fyxer helps you stay organized before printing ever becomes necessary — by sorting, labeling, and prioritizing your inbox automatically.
Printing emails FAQs
Why is there no print option on my email?
If you don’t see a print icon, your app or browser may have limited menus. Try Ctrl + P / Command + P or use the browser print option.
Can you print directly from email?
Yes. All major email clients include a Print option within each message. Choose your printer and settings before confirming.
Can I email something to my printer to print?
Some printers support Email-to-Print — you send the document to a printer-specific address (check your printer manual or app).
Where is the printer setting on my phone?
On Android: Settings → Printing → Default Printer.
On iPhone: Settings → Printers & Scanners under AirPrint devices.