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

In Excel, you can apply the feature of Fit all columns/rows on One Page to save printing paper. However, it is hard to shrink email message content and make the content fit to printing pagers. Here we will introduce a curve trick to shrink overflowing message content and fit to pages when printing in Microsoft Outlook.

Shrink and fit to pages when printing in Outlook

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

Easily print an email without message header and username, but including background image in Outlook

As you know, when printing an email in Outlook, it will print out both of email header and email body as what you view in the Message window or Reading Pane. What's more, it usually adds your username above the message header. Here, I want to introduce the excellent Advanced Print feature of Kutools for Outlook, which enables you to print an email' message body only without the message header and username, and remaining the background image in Outlook. Click for 60-day free trial without limitation!
doc advacned print 1

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Shrink and fit to pages when printing in Outlook

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.

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.

arrow blue right bubbleShrink 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.

Kutools for Outlook - With more than 20 handy Outlook add-ins, free to try with no limitation in 60 days

1. Open the mail folder containing the specified email you will print, select this email, and click Kutools > Advanced Print. See screenshot:
doc print email fit page 001

2. In the opening Advanced Print dialog box, please click the Preview button. See screenshot:
doc print email fit page 002
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. Click for full features 60-day free download of this tool.

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 . See screenshot:

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

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


Demo: shrink and fit to pages when printing in Outlook

Tip: In this Video, Kutools tab is added by Kutools for Outlook. If you need it, please click here to have a 60-day free trial without limitation!

One click to save/export multiple emails to text files in bulk in Outlook

Normally we can export/save an email message as a text file with the Save As feature in Outlook. But, for batch saving/exporting multiple emails to individual text files, you have to manually handle each message one by one. Time-consuming! Tedious! Now, Kutools for Outlook's Save as Txt feature can help you quickly save multiple email messages to individual text files with only one click! Click for 60-day free trial without limitation!
save messages as txt pdf html

Kutools for Outlook simplifies your daily email communication through Outlook by adding dozens of handy features. Read More     Free Trial 60 Days


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  • To post as a guest, your comment is unpublished.
    Carl Janson · 1 years ago
    I found another workaround - If you print as a PDF - save the PDF file and print that PDF the graphics are resized to fit on the page... CEJ
    • To post as a guest, your comment is unpublished.
      kelly001 · 1 years ago
      Hi Carl,
      You are right. When you view the email in other browser, such as PDF browser, or IE browser, you can print with shrinking as you need.
  • To post as a guest, your comment is unpublished.
    Ian · 2 years ago
    Frank,
    This is not a different application, it is a plugin for outlook. What is really terrible is that Microsoft decided they wouldn't include this necessary feature into the program.
  • To post as a guest, your comment is unpublished.
    Frank · 3 years ago
    This works. But it is terrible. Why should I have to open the message in a different application just to get the shrink to fit option?
  • To post as a guest, your comment is unpublished.
    Yogi · 3 years ago
    Wow, it works...great advice. thank you so much :lol:
  • To post as a guest, your comment is unpublished.
    Patty B · 3 years ago
    Thank you for this great step-by-illustrated-step tutorial.
    It is perfect, and very understandable.