Printing Problems

How to Automatically Print Emails from a Specific Sender in Outlook

Bushra Parveen Oct 15, 2026 868 views

Question details

The user wants to configure an email client to automatically send incoming messages from a specific sender directly to a printer without manual intervention.

How to Automatically Print Emails from a Specific Sender in Outlook

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Streamlining physical documentation workflows by automatically generating paper copies of critical emails sent by specific individuals.
Observed behavior: Outlook on the web does not natively support automatic printing rules, necessitating the use of the Outlook desktop application or specialized add-ins to accomplish the task.

Before you start

Ensure your computer's default printer is turned on, properly connected, and has sufficient paper, as Outlook will route automatic print jobs directly to the system's default printer without displaying a confirmation prompt.

Solution 1Recommended

Create an Inbox Rule in Outlook Desktop

Utilize the built-in Rules and Alerts functionality in the classic Outlook desktop application to trigger an automatic print job for designated senders.

This built-in method intercepts incoming messages as they hit your desktop client and routes the email body to your default printer. It requires the classic Outlook desktop app to be running in the background.

Access the Rules Menu

Open the classic Outlook desktop application. Click on the 'File' tab in the top left corner, then click the 'Manage Rules & Alerts' button.

Start a New Rule

In the Rules and Alerts dialog box, ensure you are on the 'Email Rules' tab and click on 'New Rule...'.

Set the Rule Condition

Under 'Start from a blank rule', select 'Apply rule on messages I receive' and click Next. Check the box for 'from people or public group'. In the Step 2 window at the bottom, click the underlined text to input the specific sender's email address, then click Next.

Add the Print Action

In the actions list, check the box for 'print it'. Click Next to add any necessary exceptions, or simply click Next again to proceed.

Enable the Rule

Provide a clear name for your rule, make sure 'Turn on this rule' is checked, and click Finish. Click Apply and OK in the main dialog box to save your settings.

Platform Limitations: The 'print it' rule action is exclusive to the classic Outlook desktop application for Windows. It cannot be configured or triggered via Outlook on the web, mobile apps, or the new Outlook for Mac.

Solution 2

Install an Outlook COM Add-in for Advanced Conditions

Use third-party Outlook add-ins if you need to automatically print attachments or route prints to a non-default printer.

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Frequently Asked Questions

Will the Outlook rule automatically print the email's attachments?

No, the built-in Outlook rule will only print the main body text of the email message. To automatically print attachments, you must utilize a third-party Outlook COM add-in or implement a custom VBA script.

Can I set up this automatic printing rule in Outlook on the web?

No, Outlook on the web does not support automatic printing actions. You must use the classic Outlook desktop application for Windows to configure and run the 'print it' rule.

How do I choose which printer Outlook uses for the rule?

The standard Outlook rule automatically routes the print job to your computer's default system printer. You cannot select a specific printer within the rule wizard itself. To change where it prints, you must change your operating system's default printer.

Document & File Issues