Automatically print new incoming emails in Outlook

One of the simple pleasures that the digital age robbed us off is the joy of receiving mails in the mailbox. I’m talking about the good old paper mails. Email may be fast, convenient and environmentally greener but nothing beats the feel of paper in one’s hands. Well, you can re-create some of the old magic by automatically printing new emails as they arrive in your inbox. This is very easy to setup in Microsoft Outlook.

I will be using Microsoft Outlook 2010 to show the steps, but it can done in previous editions like Outlook 2007 and Outlook 2003 too.

Open Microsoft Outlook and locate the Rules command under the Home tab. Click on Manage Rules and Alerts. In Outlook 2003, you can find this under the Tools > Rules and Alerts menu.


Click on New rule to open the Rules Wizard. Select ‘Apply rule on messages I receive’ and click Next.

outlook-rules-wizard (2)

In the next page, check a criterion if you want to print only certain messages. For example, you can print mails you receive from a specific person, or mails that contain specific keywords. Here I have checked the condition ‘Sent only to me’. This will eliminate all forwarded or mass emails, unless you want to print those too. If you want to print all emails, do not choose any condition. Just click Next.

outlook-rules-wizard (3)

In the next page, choose what you want to do with the message. In this case, select Print it.

outlook-rules-wizard (4)

The next page gives you another set of filtering criteria. Make your selection if you have any, otherwise just click Next to complete it.

outlook-rules-wizard (1)

Once the rule is in place, Outlook will automatically print new emails as soon as it is downloaded. Just makes sure you have your printer online and the in-tray has sufficient pages. Now keep watch on your printer’s output tray. This is your new mailbox.

CleverPrint – Print multiple pages on one sheet, remove graphics, add watermarks and more
Universal Print Driver – Single driver for all HP printers and MFDs
How to fix stuck printer jobs
How to keep track of your printer’s usage

This Article Has 5 Comments
  1. Chris Reply

    This method doesn't print the Body of the email though.

    Any suggestions on how to fix that without addons?



  2. Kaushik Patowary Reply

    The method described should print the body of the email – that is, the content of the message. This has been tested and it works.

  3. Anonymous Reply

    The rule in outlook is very buggy, I have the same rule to auto print certain emails, it works at the beginning, and then stops working without any reason.

  4. Anonymous Reply

    Just wanted to say that I too went through the steps in this article exactly and Outlook 2010 refuses to print the content of the emails. I only get headers (who sent it, who it was addressed to, and the timestamps) which pretty much makes the rule completely useless.

    Using Microsoft Office Professional Plus 2010 (64-bit) and Windows 7 Ultimate (64-bit).

  5. Anonymous Reply

    This is the biggest bunch of garbage Microsoft has ever produced. I even tried removing a specific Update KB2509470 and it would not work. Also tried swapping from IMAP to POP3, rebuilding the profile, reinstalling outlook, reinstalling windows and outlook, creating a new user and running everything from a different windows logon, Sperry plugin (epic fail), MAPIlab plugin (epic fail again), I hate you Microsoft. Please stop making software and wasting peoples money. The only thing you are good at any more is Xbox and I will never own one of those.

Leave a Reply

Your email address will not be published. Required fields are marked *