How to Restore the Missing Print Button in Outlook Email
Question details
The user needs to restore the Print button in the Outlook print dialog, which currently only displays Save and Cancel options.
- Product
- Microsoft Outlook
- Device & OS
- not provided
- Scenario
- Attempting to print an email message using the Outlook desktop application or web interface.
- Observed behavior
- The print dialog displays a Save button instead of a Print button, preventing the user from sending the document to a physical paper printer.
Ensure your physical printer is properly connected to your computer, turned on, and that it appears in your system's Devices and Printers list.
Select a Physical Printer in the Print Dialog
Switching your selected destination from a virtual printer (like PDF writers) to a physical printer will restore the Print button.
When Outlook is set to use a virtual printer (such as Microsoft Office Document Image Writer, Microsoft Print to PDF, or Adobe PDF), the system assumes you want to create a digital file. Consequently, the dialog changes the 'Print' button to a 'Save' button.
By reselecting your actual hardware printer, Outlook will revert the button back to its standard printing function.
Open the email you want to print in Outlook. Go to the 'File' tab in the top-left corner and select 'Print', or press Ctrl + P on your keyboard.
In the print settings area, locate the 'Printer' or 'Destination' dropdown menu that shows the currently selected device.
Click the dropdown menu and select your actual physical printer from the list, avoiding any options labeled 'PDF', 'Document Writer', or 'XPS'.
Notice that the 'Save' button has now changed back to 'Print'. Click the 'Print' button to send your email to the paper printer.
Try WPS Office for a Seamless Document Experience
While Outlook handles your emails, WPS Office provides a powerful, lightweight, and free alternative to Microsoft Office for all your document processing needs. Enjoy a familiar interface without the heavy subscription costs.
- 1. Download WPS Office: Visit the official WPS website and click the download button for your operating system.
- 2. Install the Software: Run the downloaded installer and follow the quick on-screen instructions to set up the suite.
- 3. Open Your Documents: Launch WPS Office and instantly open your existing Word, Excel, or PowerPoint files with perfect formatting preservation.
Frequently Asked Questions
Why does my print dialog only show Save instead of Print?
This happens when a virtual printer (such as Print to PDF or Microsoft Office Document Image Writer) is selected as your destination. Since virtual printers create digital files instead of paper copies, the dialog prompts you to save the resulting file rather than print it.
How do I change my default printer in Windows so Outlook always prints correctly?
Go to your Windows Settings, select 'Devices', and then 'Printers & scanners'. Click on your preferred physical printer, select 'Manage', and then click 'Set as default'. This ensures Outlook will automatically select it for future print jobs.
Why isn't my physical printer showing up in the Outlook dropdown list?
Your printer might be turned off, disconnected from your Wi-Fi/network, or missing necessary drivers. Check your physical printer connections, restart the device, and ensure it appears in your system's 'Printers & scanners' settings before reopening Outlook.
What if I actually want to save the Outlook email as a PDF?
If your goal is to create a PDF, keep the virtual printer (like 'Microsoft Print to PDF' or 'Adobe PDF') selected and click the 'Save' button. A file explorer window will appear, prompting you to choose a location and name for your new PDF file.
