New Outlook vs Classic Outlook Block Printing Based on Label Rights: Where to Find It

You need to block printing in Outlook based on Microsoft Purview Information Protection label rights. The print button remains visible even when a label restricts printing, leading to confusion and potential data leaks. In Classic Outlook, admins can use group policy to hide the print command entirely. New Outlook does not support this group policy setting, so the print button stays visible regardless of label rights. This article explains where to find the block printing setting in both Outlook versions and what to do when New Outlook lacks the feature.

Why Label Rights Do Not Automatically Block the Print Button

Microsoft Purview Information Protection labels include usage rights such as VIEW, EDIT, and PRINT. When a label is applied to an email or document, the label enforces these rights through Azure Information Protection (AIP) or the unified labeling client. However, the Outlook user interface does not automatically remove the print command when the PRINT right is denied. The print button remains visible, and clicking it generates an error or a disabled behavior depending on the client version.

In Classic Outlook, administrators can hide the print button entirely using group policy. This policy removes the print icon from the ribbon, the File menu, and keyboard shortcuts like Ctrl+P. The policy works because Classic Outlook reads the group policy Administrative Templates and applies them before rendering the ribbon.

New Outlook, built on the web-based platform, does not load Classic Outlook group policies. Instead, it relies on a different set of cloud policies and client-side enforcement from the Purview compliance portal. As a result, the print button stays visible even when the label denies the PRINT right. New Outlook also does not support custom ribbon modifications through group policy, so the only way to block printing is through label enforcement at the application level.

Steps to Block Printing in Classic Outlook Using Group Policy

This method applies to Classic Outlook 2016, 2019, and Microsoft 365 Apps for enterprise. The group policy setting hides the print button from the ribbon, the File menu, and the keyboard shortcut Ctrl+P.

1. Open the Group Policy Management Console
   Press Win+R on your domain controller or management workstation and type gpmc.msc. Press Enter to open the Group Policy Management Console.
2. Create or edit a Group Policy Object for Outlook
   Right-click your target organizational unit and select Create a GPO in this domain and Link it here. Name the GPO “Outlook Block Print”. Right-click the new GPO and select Edit.
3. Navigate to the Outlook ribbon policy
   In the Group Policy Management Editor, go to User Configuration > Policies > Administrative Templates > Microsoft Outlook 2016 > Disable Items in User Interface > Custom > Customize Commands.
4. Enable the policy to turn off the Print button
   Double-click “Turn off the Print Button”. Set the policy to Enabled. This removes the Print command from the ribbon, the File menu, and the Ctrl+P shortcut.
5. Apply the policy and force a refresh
   Close the Group Policy Management Editor. On the affected workstation, open a command prompt as administrator and type gpupdate /force. Restart Outlook.
6. Verify the print button is hidden
   Open an email in Outlook. The Print button should not appear on the ribbon or in the File menu. Pressing Ctrl+P should do nothing.

Steps to Block Printing in New Outlook Using Label Rights

New Outlook does not support the group policy above. Instead, blocking printing requires the label to enforce the PRINT right at the application level. This method works only if the label is configured with client-side enforcement and the user has the unified labeling client installed.

1. Open the Microsoft Purview compliance portal
   Go to compliance.microsoft.com and sign in with a Global Admin or Compliance Admin account.
2. Navigate to Information Protection labels
   Select Information Protection > Labels. Find the label that should block printing and click its name to open the properties.
3. Configure the label to deny the PRINT right
   Under Encryption, ensure the label is configured with protection. Under Users and Rights, remove the PRINT right from the list of allowed actions. Save the label.
4. Enable client-side enforcement for the label
   In the same label properties, look for Client-side enforcement settings. Set enforcement to Mandatory or Block. This tells the Outlook client to prevent printing when the label is applied.
5. Publish the label to users
   Go to Label policies and publish the updated label to the appropriate groups. Wait for replication, which can take up to 24 hours.
6. Test in New Outlook
   Open New Outlook and compose a new email. Apply the label. The Print button should appear but be grayed out. Clicking it produces a message that printing is blocked by your organization.

Common Issues and Limitations

Print button is still active in New Outlook after label is applied

This happens when client-side enforcement is not enabled for the label. Go back to the label properties in Purview and verify that client-side enforcement is set to Mandatory or Block. Also confirm that the user has the latest version of the unified labeling client installed. Without client-side enforcement, New Outlook treats the label as advisory only and does not block printing.

Group policy works on some machines but not others

Classic Outlook group policy requires the Outlook 2016 Administrative Template files (ADMX/ADML) to be present in the Central Store. If the template is missing, the policy setting will not appear. Download the latest Office Administrative Template files from the Microsoft Download Center and copy them to your Central Store folder at %SystemRoot%\PolicyDefinitions.

Users can still print using keyboard shortcuts in Classic Outlook

The group policy “Turn off the Print Button” removes the Print command from the ribbon and the File menu, but it does not block Ctrl+P in all scenarios. To fully block printing, combine this policy with the “Disable Print” setting under User Configuration > Policies > Administrative Templates > Microsoft Outlook 2016 > Outlook Options > Preferences. Set “Disable Print” to Enabled to block all print functionality including keyboard shortcuts.

Classic Outlook vs New Outlook: Print Blocking Methods Compared

Item	Classic Outlook	New Outlook
Group policy support	Full support via Administrative Templates	No support for Classic Outlook group policies
Print button removal	Removed from ribbon, File menu, and Ctrl+P	Button remains visible but grayed out
Label enforcement method	Group policy + label rights	Purview client-side enforcement only
Keyboard shortcut block	Requires separate “Disable Print” policy	Blocked automatically when label blocks printing
Ribbon customization	Full control via group policy	No custom ribbon policies

The key difference is that Classic Outlook gives administrators direct control over the print button visibility through group policy. New Outlook relies on the label’s client-side enforcement, which only grays out the button rather than removing it. If you need to completely hide the print button, Classic Outlook with the “Turn off the Print Button” policy is the only solution.

For organizations that have migrated to New Outlook, the best approach is to configure label rights in Purview with client-side enforcement set to Mandatory. This ensures that even though the print button is visible, users cannot complete the print action. Test the label enforcement with a pilot group before rolling out to all users, as the enforcement behavior may vary depending on the Outlook version and the unified labeling client version.

Consider using the Classic Outlook group policy method for users who require strict print blocking, and switch to New Outlook only when the label enforcement meets your compliance requirements. The “Turn off the Print Button” policy combined with the “Disable Print” policy provides the most reliable block in Classic Outlook. In New Outlook, verify that client-side enforcement is active and that the label is published to the correct user groups.