How to Print an Email from Gmail, Yahoo, Outlook and More

Printing an email creates a paper copy or a PDF you can save, share, or take with you. You can usually print from Gmail, Yahoo Mail, Outlook, and other email services using the message’s print option; first make sure your device can access a printer, or choose a PDF printer instead.

What You’ll Need

The email account and message you want to print.
A printer connected to your computer or mobile device, with paper and ink or toner. For wireless printing, the device and printer generally need to be connected to the same network.
A web browser or the email provider’s app. A saved PDF is an alternative if you do not have a printer ready.

Step-by-Step

Open the email. Sign in to Gmail, Yahoo Mail, Outlook, or your email app. Find the message and open it fully; printing from the inbox list may print only the list or may not offer the message’s print controls.
Choose the email’s print command. In Gmail on a computer, open the message and select the printer icon near the top right of the message. If it is not visible, select the three-dot More menu for that message, then choose Print. In Yahoo Mail, open the message, select the More menu (often shown as three dots), and choose Print. In Outlook on the web, open the message and use its More actions menu, then select Print. In Outlook for Windows or Mac, open the message and select Print from the app’s menu or toolbar. Labels and locations can vary between versions.
Check the print preview. A print window or a new browser tab should appear. Look over the pages before continuing. Confirm the message subject, sender, date, and body are present, and check whether the conversation includes more messages than you intended.
Select the destination. Choose the printer you want from the destination or printer list. To make a digital copy, choose a PDF option such as Save as PDF on a computer. On a phone, use the system print dialog and select a PDF or save option if your device offers one.
Set page options. Choose the page range, number of copies, paper size, orientation, and color or black-and-white options as needed. Use the preview to decide whether to print the whole message or only selected pages. Avoid changing scale unless text is clipped or too small.
Print or save. Select Print to send the job to the printer. If saving a PDF, select Save, choose a folder and a clear filename, and confirm. Wait for the printer to finish before collecting the pages.
Print an attachment separately if needed. Email print commands may print the message but not its attachments. Open the attachment, confirm it is the correct file, and use the file viewer’s print command. For a PDF, open it in a PDF viewer and print from there.
On a phone or tablet, use the share or app menu. Open the message in the Gmail, Yahoo Mail, or Outlook app and look for Print in the message’s More menu or the device’s share menu. The exact path depends on the app and operating system. If you cannot find it, open the email in a browser on a computer and print from there.

Common Mistakes

Printing the wrong part of a conversation: A conversation view may contain several replies. Inspect the preview and select the appropriate pages, or open and print the individual message if the provider offers that option.
Assuming attachments are included: Message printing usually does not print every attached file. Open and print each attachment separately.
Choosing the wrong printer: A stale or unavailable printer may remain selected. Check the printer name and status in the print dialog before sending.
Using the browser’s print command too soon: Printing the entire webpage can include menus, navigation, or the inbox. Use the email’s own print option when available, then check the preview.
Ignoring page breaks and scaling: Long emails can span multiple pages, and large images may push text onto extra sheets. Preview the complete job and adjust page range or orientation if necessary.

Tips

For a clean paper copy, use the message-specific print command rather than printing the entire browser window.
To keep a record without using paper, save the email as a PDF. Give the file a name that includes the subject or date, and store it in an appropriate folder.
Use black-and-white printing for messages that do not need color. Check the preview first, since colored text can be difficult to read when converted to grayscale.
If the email is very long, print only the pages you need. Page numbers shown in the preview help avoid printing unrelated replies or blank pages.
When printing sensitive email, collect the pages promptly and save PDFs somewhere that other people cannot casually access.

Troubleshooting

Nothing happens after selecting Print: Check whether a new tab or print dialog opened behind the email window. If the browser asks permission to open a window, allow it for the email site and try again. You can also try the browser’s print command after opening the message.

The printer is missing or offline: Confirm it is powered on, has paper, and is connected to the computer or network. On a computer, check the operating system’s printer settings and select the correct device. On a phone, confirm that printing is available for that device and printer; if necessary, save a PDF and print it from a computer.

The printout is blank, incomplete, or hard to read: Reopen the preview and make sure the email body has loaded. Try refreshing the message, printing again, or using another browser. Check page range, paper size, orientation, and scaling. For an attachment, print from its own viewer rather than from the email.

The email prints with unwanted menus or formatting: Return to the message and use its built-in print option. If that option is unavailable, use the browser print preview and adjust scale or margins where supported. Saving as a PDF first can also help you inspect the layout before using paper.

A PDF was saved but cannot be found: Check the folder selected in the save dialog and your device’s default Downloads or Documents folder. Search by the filename or the date you saved it.

Frequently Asked Questions

Can I print an email without opening it?
Some inboxes offer a print command from a message’s menu, but opening the message first makes it easier to confirm what will print. The available controls vary by service.

How do I print only one email in a conversation?
Use the print option on the individual message if it is available rather than the conversation-wide print command. Check the preview to confirm that only the intended reply is included.

Can I print an email as a PDF?
Usually. Choose a PDF destination in the computer’s print dialog, or use the device’s print or share options to save a PDF. The exact option depends on your device and software.

Why is the attachment missing from the printout?
Email print commands often print only the message text and header. Open the attachment separately and print it from its own viewer.

Can I print from the Gmail, Yahoo Mail, or Outlook app?
Often, yes. Open the message and check its More or share menu for a print option. If none appears, use the service in a computer browser or save the email as a PDF if that option is available.

Will printing show all the email addresses?
The print layout may show the sender, recipients, or other header details, depending on the service. Review the preview before printing, especially if you want to avoid including unnecessary conversation or recipient information.

General steps for current mainstream versions; menus can differ by device and version. See the disclaimer or report an error.

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