Printing Problems

How to Print Emails to a Specific Printer Using Outlook Rules

Kushani Nimanthika Oct 9, 2026 869 views

Question details

The user wants to configure an Outlook rule to automatically print incoming messages to a specific printer rather than the system's default printer.

How to Print Emails to a Specific Printer Using Outlook Rules

Product: Microsoft Outlook
Device & OS: not provided
Scenario: Automating email workflows where specific incoming messages need to be physically printed on a designated secondary printer.
Observed behavior: The standard print action within Outlook rules only sends documents to the Windows default printer and does not provide an option to select an alternative printer.

Before you start

Ensure you have the exact network or local name of the specific printer you intend to use, and verify that the Developer tab is enabled in your Outlook ribbon.

Solution 1Recommended

Use a VBA Macro to Route Emails to a Specific Printer

Since standard Outlook rules lack a printer selection feature, writing a VBA script is the most reliable way to direct automated print jobs to a specific device.

Microsoft Outlook's built-in rule engine defaults to the system's primary printer for all automated printing tasks. To override this behavior, you must create a Custom Action rule that triggers a VBA macro capable of temporarily changing the active printer before printing the item.

Open the Visual Basic Editor

Press 'Alt + F11' in Outlook to open the Visual Basic for Applications (VBA) editor.

Create a New Module

In the Project Explorer pane on the left, right-click on 'Project1', hover over 'Insert', and select 'Module'.

Enter the Print Script

Paste a VBA script designed to print the 'MailItem'. The script should capture your current default printer, switch 'Application.ActivePrinter' to your desired specific printer's name, execute the 'PrintOut' command, and then revert to the original default printer.

Configure the Outlook Rule

Go to 'File' > 'Manage Rules & Alerts' and create a new rule. Set your desired conditions (e.g., from a specific sender). Under actions, select 'run a script', click the hyperlinked text, and choose the macro you just created.

Use a VBA Macro to Route Emails to a Specific Printer

Enable Macros: You may need to adjust your Macro Security settings in the Trust Center to allow scripts to run automatically.

Solution 2

Set the Target Printer as Your Windows Default

If you are unable or unauthorized to use VBA macros, you can change your operating system's default printer so that Outlook's standard print rule works.

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Frequently Asked Questions

Why doesn't the Outlook print rule let me choose a printer?

By design, Microsoft Outlook's basic rule engine routes all automated print jobs to the operating system's default printer. This prevents automated, unattended background tasks from halting at a manual printer-selection prompt.

Can I use third-party add-ins to print to specific printers in Outlook?

Yes, there are several third-party Outlook add-ins designed specifically for advanced printing workflows. These tools bypass the standard rule limitations and allow you to map specific rules to specific printers without needing to write VBA code.

Will my Outlook print rule work if my computer is asleep or Outlook is closed?

No. Rules that print emails or execute VBA scripts are considered 'client-side' rules. This means the Outlook desktop application must be open and running on your computer for the rule to trigger and print the email.

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