How to print contacts with notes or contact notes only in Outlook?

Author: Kelly Last Modified: 2025-01-21

Printing contacts along with their notes—or just the notes themselves—can be invaluable for organization, sharing, or reference purposes. However, Outlook’s default printing options often lack the flexibility needed for specific tasks. Whether you want to print multiple contacts with their notes or selectively print just the notes of a single contact, this guide offers two solutions: one using Outlook’s built-in tools and another using Kutools for Outlook, which provides customizable and efficient printing options.

Print contacts with notes in Outlook (Straightforward but Limited )

Print a contact with/without the note or only the contact note in Outlook 👍 (Customizable and Flexible )

Print contacts with notes in Outlook

Outlook’s built-in printing feature allows you to print multiple contacts along with their notes. While simple, it offers limited customization and includes unnecessary details like your username at the top of the printout. Use this method when basic functionality is sufficient.

1. Switch to the People (or Contacts) view, and navigate to the contact folder containing the contacts you want to print.

Hold Ctrl to select multiple non-adjacent emails.
Hold Shift to select multiple adjacent emails.

doc-print-contact-with-notes-1

2. Click File > Print. In the Print window:

1). Select a printer from the printer drop-down list.
2). Choose Memo Style in the settings section.
3). Click the Print button.

doc-print-contact-with-notes-2

Each selected contact will be printed on a separate page, including its notes.

Limitations:

Username Display: The username appears at the top of the printout, which may not be desirable.
No Customization: Lacks options to print just the notes or exclude them.
Separate Pages: Each contact is printed on a separate page, which might waste paper.

🖨️ Print Contact Groups on One Single Page Effortlessly!

Struggling with Outlook splitting contact group prints across pages? With the Advanced Print feature of Kutools for Outlook, you can print an entire contact group—including its name and members—on a single page. Say goodbye to cluttered prints and enjoy professional, seamless results!

✨ Quick Tip: Access this feature by clicking Kutools Plus > Print > Advanced Print.

Try Kutools for Outlook Free

Print a contact with/without the note or only the contact note in Outlook 👍

When you need greater control over what gets printed, Kutools for Outlook provides an Advanced Print feature. This tool allows you to choose between printing a contact with the note, without the notes, or just the contact note itself. It eliminates unnecessary details like usernames, offering a cleaner and more professional output.

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Step 1: Select a contact and access the Advanced Print feature

Switch to the People (or Contacts) view, open the contact folder, and select the contact you want to print. Click Kutools Plus > Print > Advanced Print.

the screenshot of the Advanced Print feature

Step 2: Configure print style

In the Print Content section of the dialog box, configure your desired print style:

Print the contact with the note: Check both the Item header and Item body options.
Print the contact without the note: Check only the Item header option.
Username Display: Check only the Item body option.

the screenshot of the Advanced Print dialog box

Print

Click Print in the dialog box to open the standard Outlook print window. Then specify your printer and click Print.

Advantages:

Customizable Output: Tailor your printouts to include or exclude specific content.
Professional Results: Eliminates unnecessary details like usernames for a clean, polished look.
Paper-Saving: Offers options to condense information and avoid unnecessary prints.
Time-Saving: Streamlined process with fewer steps compared to manual formatting.

Demo: How to print contacts with notes or contact notes only 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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