How to shrink and fit to pages when printing in Outlook?

Author Kelly Last modified 2025-04-14

In Excel, you can easily use the "Fit All Columns/Rows on One Page" feature to save printing paper. However, shrinking email message content to fit on printable pages in Outlook can be quite challenging. Here, we’ll introduce a clever trick to help you shrink overflowing message content and ensure it fits perfectly on your pages when printing from Microsoft Outlook.

Shrink and fit to pages when printing in Outlook by using browser

Shrink and fit to pages when printing in Outlook with Kutools for Outlook

Shrink and fit to pages when printing in Outlook by using browser

To shrink message content and make it fit to pages when printing, please do in Microsoft Outlook as following steps:

1. Open a mail folder in the Navigation Pane, and open the email message that you will print later with double-clicking.

2. Click the "Actions" (or "Other Actions" in Outlook 2007) > "View in Browser".

the steps of fitting to pages when printing in outlook by using browser

If the email message is plain text or rich text, you need to convert it to the HTML format before carrying out the step. You can convert the email message to the HTML format:

A. In Outlook 2010 or later versions, click the "Message" > "Actions" > "Edit Message", then click the "Format Text" > "HTML".
B. In Outlook 2007, click the "Message" > "Other Actions" > "Edit Message", and then click the "Options" > "HTML".

Note: It’s optional to save the changes and then close the message.

3. Then a warning dialog box comes out. Please click the "OK" button in it.

4. Then the content of this email message displays in the browser. In our example, it shows in the IE browser. Please click the "File" > "Print Preview".

5. Then you will see the "Shrink To Fit" in the Print Preview dialog box. If you want to shrink the message content, please click the "Shrink To Fit", and select a suitable percentage from the drop down list.

6. Click the Print button at the top to print this email message.

Note: Sometimes, this method may not work due to various reasons. For a quick and reliable way to shrink content to fit pages, regardless of the version of Outlook you are using, I recommend using the "Advanced Print" feature of "Kutools for Outlook".👇

Shrink and fit to pages when printing in Outlook with Kutools for Outlook

If you have Kutools for Outlook installed, you can apply its "Advanced Print" feature to quickly shrink an email and print it with fitting to pages in Outlook.

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1. Open the mail folder containing the specified email you will print, select this email, and click "Kutools Plus" > "Print" > "Advanced Print".

the steps of fitting to pages when printing in outlook with Kutools for Outlook

2. In the opening Advanced Print dialog box, please click the "Preview" button.

Note: This "Advanced Print" feature supports to print an email without its message header. If need, please uncheck the "Item header" option in above Advanced Print dialog box.

3. In the opening "Print Preview" dialog box, please select "Shrink To Fit" from the far right drop-down list and press the "Print" button .

4. In the opening "Print" dialog box, please specify a printer and click the "Print" button.

So far, the selected email has been shrunk and printed with fitting to pages.

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