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

Author: Kelly Last Modified: 2024-07-05

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

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:
. In Outlook 2010 or later versions, click the Message > Actions > Edit Message, then click the Format Text > HTML;
. 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.

Kutools for Outlook: Ultimate Outlook toolkit with over 100 handy tools. Try it FREE for 30 days, no limitations, no worries!   Read More...   Start Free Trial Now!

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

Discover the Kutools / Kutools Plus tab in this video, added by Kutools for Outlook. Now, most features, including AI functionalities, are free! Pro features come with a 30-day trial without limitations!

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Comments (10)
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This comment was minimized by the moderator on the site
Print the email and Save as Adobe PDF
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Nếu khi view in browser đã lỡ chọn sang định dạng khác không in được, thì chọn lại dạng IE hoặc Word như thế nào? làm thế nào để thiết lập lại View in broswer sang IE? xin được hướng dẫn. Many thanks
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Great article. Thank you!
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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
This comment was minimized by the moderator on the site
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.
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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.
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