Outlook - Save and Print a Message Tutorial

Discover how to save and print emails in Outlook with this tutorial. Learn to back up important emails and organize them into a physical collection. From saving emails as EML files to printing them as PDF or physical copies, this guide covers it all. Follow the step-by-step instructions and take control of your email management.

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Available in Microsoft365

Objectifs :

This tutorial aims to guide users on how to back up important emails and print them effectively. It covers saving emails to a computer, printing options, and utilizing virtual printers for PDF creation.

Chapitres :

Introduction
In today's digital age, backing up important emails is crucial for maintaining records and ensuring information is not lost. This tutorial provides step-by-step instructions on how to save emails to your computer and print them when necessary.
Saving Emails to Your Computer
To save an email to your computer, follow these steps: 1. Right-click on the email you wish to save. 2. From the contextual menu, select 'Save As.' 3. A new window will open, allowing you to choose the location where you want to save your email. 4. By default, the file name will be the subject of the email, but you can change it if desired. 5. The file will be saved in the EML format. 6. Click 'Save.' 7. A security notification will appear; confirm by clicking 'Save' again. 8. To open your saved email, navigate to the folder where you saved it and double-click the file. 9. You can move this file or attach it to other emails as needed.
Printing Emails
To print an email, follow these steps: 1. Select the email you wish to print. 2. Click the printer icon located in the top right ribbon of the window. 3. An overview of your email will appear on the right. 4. Click 'Print.' 5. In the new window, choose your printer from the drop-down menu. 6. If you select a virtual printer like 'Microsoft Print to PDF,' you can save your email as a PDF instead of printing it on paper. 7. For a paper copy, select your physical printer. 8. Choose the number of copies and adjust the page layout settings as needed. 9. You can also select specific pages to print and choose color or duplex options under additional settings. 10. If you don’t want to print headers and footers, scroll down and uncheck the corresponding box. 11. Finally, click 'Print' and you’re all set.
Conclusion
We hope this guide has been helpful in demonstrating how to save and print emails effectively. Feel free to explore our other tutorials for more tips and tricks.

FAQ :

How do I save an email to my computer?

To save an email to your computer, right-click on the email you wish to save, select 'Save As', choose the location, and click 'Save'. The email will be saved in EML format.

What is the EML format?

EML format is a standard file format for email messages. It allows you to save emails with their content and attachments, making it easy to store and share.

Can I print an email directly from my email client?

Yes, you can print an email directly by selecting the email, clicking the printer icon, and following the prompts to choose your printer and print settings.

How can I save an email as a PDF?

To save an email as a PDF, select a virtual printer like 'Microsoft Print to PDF' when you click the print option. This will allow you to save the email as a PDF file instead of printing it on paper.

What should I do if I don't want to print headers and footers?

If you don't want to print headers and footers, scroll down in the print settings and uncheck the box for printing headers and footers before clicking 'Print'.

Quelques cas d'usages :

Backing Up Important Emails

Professionals can use the EML format to back up crucial emails for record-keeping or compliance purposes. By saving emails to a designated folder on their computer, they ensure that important communications are preserved and easily accessible.

Creating a Physical Document Collection

Individuals can print important emails to create a physical document collection. This is useful for meetings, legal documentation, or personal records where having a hard copy is necessary.

Sharing Email Content

Users can save emails as EML files and share them with colleagues or clients. This is particularly useful for sharing detailed information or attachments without forwarding the entire email thread.

Generating Reports

In a business setting, employees can print emails to include them in reports or presentations. This allows for a comprehensive overview of communications related to specific projects or topics.

Organizing Email Correspondence

Professionals can save and categorize emails by project or client, making it easier to retrieve and reference important communications when needed. This organization can improve workflow and efficiency.

Glossaire :

EML format

A file format used for storing email messages. EML files can contain the email's content, attachments, and metadata.

Virtual printer

A software application that allows you to create a digital copy of a document, such as a PDF, instead of printing it on paper.

Duplex printing

A printing option that allows printing on both sides of a sheet of paper, which can save paper and reduce printing costs.

Page layout settings

Options that allow you to adjust how the content is arranged on the printed page, including margins, orientation, and size.

Headers and footers

Sections at the top (header) and bottom (footer) of a printed page that can contain information such as page numbers, document title, or date.

00:00:04

emails or adding them to a physical document collection

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to save an email to your computer. Right?

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Click on the email you wish to save from the contextual menu.

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Select save as a new window will open,

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allowing you to choose the location where you want to save your email.

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By default,

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the file name will be the subject of the email but you can change it if desired,

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the file will be saved in the EML format. Click save

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a security notification will appear confirm by clicking save again

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to open your saved email.

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Navigate to the folder where you saved it and double click the file.

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You can move this file or attach it to other emails as needed

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to print an email.

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First, select the email you wish to print,

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then click the printer icon located in the top right ribbon of the window.

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An overview of your email will appear on the right

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click print

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in the new window. Choose your printer from the drop down menu.

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If you select a virtual printer like Microsoft print to PDF,

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you can save your email as a PDF instead of printing it on paper

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for a paper copy, select your physical printer,

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choose the number of copies and adjust the page layout settings as needed.

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You can also select specific pages to print and

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choose color or duplex options under additional settings.

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If you don't want to print headers and footers,

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scroll down and uncheck the corresponding box,

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finally click print and you're all set.

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We hope this guide has been helpful. Feel free to explore our other tutorials.

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