You try to print an email from Outlook, but the right side gets cut off or text runs off the page. This happens because Outlook’s default print settings are not optimized for all email layouts. This article explains how to adjust the print preview and page setup to fit your email content correctly on the printed page.
Key Takeaways: Print Outlook Emails Fully
- File > Print > Print Options > Page Setup: Adjusts margins, orientation, and scaling to prevent content from being truncated.
- Shrink to Fit button in Print Preview: Automatically reduces the font size to fit the email width onto the selected paper size.
- Print Preview > View > Page Layout: Shows exactly how the email will be divided across pages before you print.
Understanding Outlook’s Print Layout Options
Outlook uses a specific print style, called Memo Style, for emails. This style has preset margins and does not automatically reformat HTML or wide tables. When an email contains wide elements, they extend beyond the printable area defined by your printer driver and paper size. The print preview is your final check before sending the job to the printer. You must use the Page Setup dialog to change the fundamental layout, including paper size, source, and orientation.
The most effective tool is the Shrink to Fit option. This feature scales the entire email content down proportionally so its width matches the printable area. It is different from simply adjusting the font size in the reading pane. For multi-page emails, the Page Layout view helps you manage headers, footers, and page breaks to avoid awkward splits in content.
Steps to Adjust Print Settings for Full Content
Follow these steps to configure Outlook so your emails print completely.
- Open the email and launch Print Preview
Select the email in your inbox. Go to File > Print. The print preview pane will open on the right, showing how the content currently fits. - Click the Print Options button
In the Print section on the left, click the ‘Print Options’ button. This opens a dialog box with more detailed settings. - Access Page Setup
In the Print Options dialog, click the ‘Page Setup’ button. This opens the core settings window for the Memo Style. - Modify the paper and layout settings
In the Page Setup dialog, go to the Paper tab. Verify the paper size matches the physical paper in your printer. Switch to the Layout tab. Change the Orientation from Portrait to Landscape for very wide content. You can also reduce the Left and Right margin values here, such as changing them from 0.75″ to 0.5″. - Apply Shrink to Fit
Stay in the Page Setup dialog and go to the Format tab. Check the box labeled ‘Shrink to Fit’. Click OK to close Page Setup, then click OK again to close Print Options. - Review and print
Examine the updated preview in the main Print window. Use the ‘Next Page’ and ‘Previous Page’ arrows to check all pages. If the content now fits, select your printer and click the Print button.
Using the Quick Print Preview Toolbar
For faster adjustments, use the toolbar in the Print preview pane.
- Activate the toolbar
After clicking File > Print, look for the small toolbar below the print preview. If it’s hidden, click anywhere on the preview to make it appear. - Use the Shrink to Fit button
Click the button that shows a page with a magnifying glass, labeled ‘Shrink to Fit’. This applies automatic scaling without opening Page Setup. - Change page layout view
Click the View menu on the Outlook ribbon and select ‘Page Layout’. This view shows all pages side-by-side, making it easy to spot cut-off content.
Common Printing Mistakes and How to Avoid Them
Printing Directly with Ctrl+P
Pressing Ctrl+P often bypasses the detailed preview and uses last session’s settings. Always navigate through File > Print to see the preview first. Check the preview every time, as settings do not always persist for different email formats.
Ignoring the Printer’s Native Paper Size
If your printer is set for A4 paper but Outlook is configured for Letter, content will be misaligned. In Page Setup > Paper tab, match the paper size to your printer’s default. You may need to check your Windows printer properties via Settings > Bluetooth & devices > Printers & scanners.
Forgetting to Check Page Breaks in Long Emails
A long email might print with a single line of a paragraph on a new page. In Print Preview, use the Page Layout view to see all pages. If a break is poor, you can try slightly reducing the top or bottom margin in Page Setup to fit more lines on a page.
Print Method Comparison
| Item | Shrink to Fit | Manual Margin & Orientation Adjustments |
|---|---|---|
| Primary Use | Automatically scale wide emails to fit page width | Manually control layout for specific formatting needs |
| Speed | Fast, one-click solution | Slower, requires dialog navigation |
| Control Level | Low, applies uniform scaling | High, precise control over each setting |
| Best For | Standard HTML emails with tables or images | Emails where precise header/footer placement is critical |
| Effect on Font Size | Reduces all text proportionally | Leaves font size unchanged unless margins are drastically reduced |
You can now print any Outlook email without losing text or images off the edge. Always start with the Print Preview to catch formatting issues. For emails with complex tables, try the Landscape orientation before using scaling. A useful advanced tip is to create a custom print style: in Page Setup, after configuring your ideal margins and scaling, click the ‘Print Style’ New button, name it ‘Full Email’, and set it as the default for future prints.