How do I resize to print in Outlook?

To effectively resize content, particularly images, for better printing in Outlook, you typically need to edit the email message directly before sending it to the printer. This allows you to adjust the size of elements within the email, ensuring they fit correctly on the printed page without being cut off or appearing too small.

Understanding Resizing for Print in Outlook

When printing an email, Outlook primarily uses its default print settings and the inherent layout of the message. If an email contains large images or a wide layout, it might not print optimally, leading to:

• Content being cut off: Especially wide images or tables that exceed the page margins.
• Poor readability: Text or images appearing too small if the entire email is scaled down automatically.
• Wasted paper: Blank areas due to inefficient scaling.

Directly resizing content within the email message itself gives you more control over the final printed output.

Step-by-Step: Resizing Content Before Printing

The most direct way to resize content for printing in Outlook involves editing the message. This method is particularly effective for adjusting the size of embedded images.

Editing the Email Message to Resize Images

Follow these steps to resize specific elements, like large images, before printing:

1. Open the Email Message: Double-click the email you wish to print to open it in a separate window.
2. Enter Edit Mode: In the open email message, locate the Actions button (usually in the Move group on the Message tab) on the Ribbon, and then select Edit Message. This allows you to modify the email's content.
3. Resize the Large Image (or other content):
   • Click on the image you want to resize. Resize handles (small squares or circles) will appear around its border.
   • Click and drag one of the corner handles inward to make the image smaller, or outward to enlarge it. Dragging from a corner maintains the image's aspect ratio, preventing distortion.
   • Repeat for any other images or elements that need adjustment.
4. Initiate Printing: Once you've resized the content to your satisfaction, go to File > Print.
5. Review Print Preview: Always check the Print Preview to ensure the resized content now fits correctly on the page before sending it to the printer.
6. Print the Email: Click Print.

This method allows you to directly manipulate the content, making it ideal for situations where specific elements like images are causing printing issues.

Step	Action	Description
1	Open Email	Double-click the email to open in its own window.
2	Edit Message	Go to Actions > Edit Message on the Ribbon.
3	Resize Image	Click on the image, then drag corner handles to adjust size.
4	Print	Go to File > Print.
5	Verify	Check Print Preview to confirm desired layout.
6	Execute	Click Print.

Optimizing Print Layout with Outlook's Print Options

Beyond editing the message content, Outlook also provides general print options that can help optimize the layout on the page, though they don't directly resize content within the message itself.

Adjusting Page Setup

Outlook's print settings allow you to control aspects like paper size, orientation, and margins, which can indirectly affect how content fits on a page.

1. Access Print Options:
   • Open the email message.
   • Go to File > Print.
   • Click Print Options (under the "Printer" selection).
2. Configure Page Setup: In the Print dialog box, navigate to the Page Setup tab.
   • Paper: Choose the correct paper size (e.g., Letter, A4) and paper source.
   • Orientation: Select Portrait or Landscape based on the email's layout. For very wide emails, Landscape often works better.
   • Margins: Adjust the top, bottom, left, and right margins. Increasing margins can make content appear smaller, while decreasing them can allow more content per line.
3. Select Print Style: In the Print Style tab, you'll typically find:
   • Memo Style: This is the default and best for printing the entire email message with headers.
   • Table Style: Best for printing a list of emails from a folder.
   • Ensure "Memo Style" is selected for printing a single email. You can also click Define Styles... to customize headers and footers, fonts, and other options for Memo Style.
4. Confirm and Print: Click OK to apply changes, then Print from the main Print window.

For more details on print settings, you can refer to Microsoft's official support documentation on printing email messages.

Utilizing Print Preview

Always use the Print Preview feature accessible from the File > Print screen. This visual representation shows exactly how your email will appear on paper, allowing you to catch any cut-off content or layout issues before wasting ink and paper. It's an essential step in ensuring a successful printout.

Alternative Methods for Complex Layouts or Difficult-to-Edit Emails

Sometimes, an email's structure (e.g., complex HTML, newsletters) might make direct editing difficult or ineffective. In these cases, consider alternative approaches:

Copying to Word or Other Editors

For emails with very complex layouts or when direct editing in Outlook isn't sufficient, copying the content to a dedicated document editor like Microsoft Word or OneNote can provide more robust resizing and formatting tools.

1. Select and Copy: Open the email message, select all its content (Ctrl+A), and copy it (Ctrl+C).
2. Paste into Editor: Open a new document in Word, OneNote, or another rich text editor. Paste the email content (Ctrl+V).
3. Adjust in Editor: In the editor, you'll have full control to:
   • Resize images by dragging their handles.
   • Adjust text size, fonts, and paragraph spacing.
   • Modify page margins and orientation.
   • Use the editor's print preview for precise adjustments.
4. Print from Editor: Once satisfied, print the document from the external editor.

Using Browser Print Functionality (for Outlook on the Web)

If you're using Outlook through a web browser (Outlook on the Web or Outlook.com), you can leverage the browser's native print functionality. Browsers often include scaling options (e.g., "Fit to page," "Scale %") in their print dialogs, which can globally resize the entire page content.

1. Open Email in Web Browser: Access your email via Outlook on the Web.
2. Initiate Browser Print: Use the browser's print command (e.g., Ctrl+P or Menu > Print).
3. Adjust Scaling: Look for options like "Scale," "Custom Scale," or "Fit to page" in the browser's print dialog. Adjust the percentage to make the content fit better.
4. Print: Proceed with printing from the browser.

Best Practices for Printing Emails

• Always use Print Preview: This cannot be stressed enough. It prevents common printing errors.
• Consider "Memo Style": For individual emails, "Memo Style" in Outlook's Print Options usually provides the best standard layout.
• Save as PDF first: For consistent output, especially when sharing, consider printing to a PDF file first. This preserves the layout independently of printer settings or software versions.
• Simplify before printing: If an email is excessively long or complex, consider if you truly need to print everything. Copying only the essential parts to a new document can save paper and improve clarity.

By utilizing both Outlook's direct editing capabilities and its print settings, along with alternative methods, you can effectively resize and optimize your email content for printing.