How to Automatically Print Outlook Email Messages

Even in this age of e-mail, some offices still run on paper.   Wouldn't it be nice if you could automatically print new email messages as they are received in Microsoft Outlook? While Outlook has a print function, it is a manual process that over time, is prone to duplicates.

At Encryptomatic LLC we understand that process is important, and that automating those routine email processes (like printing email) can save you time.

With Encryptomatic MessageExport add-in, you can automate email printing on Microsoft Outlook 2016/13/10/07.   The article will show you how to configure an export profile that every five minutes will look at an Outlook email folder, and print any new emails that it finds.

Our demonstration will use MessageExport version 4, and Outlook 2016.

If you don't already have a license to use our MessageExport add-in, download the free trial from the MessageExport product website.

Getting Started

After installing MessageExport, you will find the toolbar on an Outlook tab called "MessageExport." In the drop down list, choose the export profile named, "Export to printer."

MessageExport toolbar.

Click or tap the Tools icon to edit the "Export to Printer" export profile. 

Profile Editor is where we set email printing options

In the Main Export Settings,  change "Export format" to "Printer."  Then, click the gear icon and choose the printer you want to use.

 Next, change the"Export From" field to "Predefined Folder."  This will bring up a new window called "Select Folder."  Place a check mark in one or more Outlook folders from which MessageExport should print new email messages.  

Choose the Outlook folders for printing emails.

Click OK when you are done.

Finally, to avoid duplicates, place a check mark in "Turn on Export History."  MessageExport will keep track of which emails it has already printed.

We want to run this export profile automatically, every five minutes.  The next step is to setup the scheduler.

Click or tap the tab labeled "Scheduler."

The scheduler tab lets you automate Outlook email printing.

Place a check mark in the "Repeat" box, and type "5" into the Minutes box.  Click OK.

MessageExport will now run our edited "Export to Printer" profile every five minutes, and will print new email messages it finds in the Outlook folders that we selected.   

The automatic email printing function will occur in the back ground. You may even forget it's working, so don't forget to check your paper printer once in a while! 

Learn more about MessageExport and get a free trial at www.Encryptomatic.com/MessageExport/

If you have any questions, contact us in the comments below, chat with us using the Live Chat icon on this website, or call us, 1-651-815-4902.

Print New Outlook Emails Automatically

Despite the digital revolution, many offices still run on paper.  Some office processes may find it necessary to print email messages on paper.  Microsoft Office Outlook users can manually print an email message by selecting it and then choosing File > Print.

While Outlook's basic print capabilities are fine for most people, what if you need to print hundreds of emails daily?  Let MessageExport add-in for Outlook by Encryptomatic LLC automate the  printing of your emails and save you time and money.

MessageExport adds new capabilities to Outlook for printing and converting email.  This article will show you how to setup an export profile that will automatically send new Outlook messages to your printer.

MessageExport Toolbar in Microsoft Outlook

How to use MessageExport in Outlook

MessageExport is easy to use. First select the messages you want to convert or print from Outlook's mail list. Next, choose the target format from the MessageExport drop down list.

Note that these items in  the drop down list are called "Export Profiles." You can build new export profiles, or edit the profiles that come standard with MessageExport. We'll talk more about that in a minute.

Finally, click "Export" to start the printing or converting job. This is most basic way to use MessageExport.

Beneath the veneer of MessageExport are other features that you can use to design more complex operations. Lets look now at how we can tell MessageExport to print incoming emails automatically. To do this, we will change some of the settigs for the "Export to Printer" profile.

With "Export to Printer" displayed in the MessageExport toolbar, click the tool icon to edit this profile.

Click the Tools icon to edit the "Export to Printer" profile.

The Settings page for the "Export to Printer" profile opens.

Print Outlook emails as they arrive with MessageExport

Click OK, and now MessageExport will begin printing incoming messages as Outlook receives them.

There are many additional ways to use MessageExport.  For example, if you only want to print new emails to specific folders, change to "Export from" list to "Predefined Folders."

Selecting Outlook folders for printing emails in MessageExport add-in.

You could also use Microsoft Outlook's rules to set specific criteria for moving emails to a select folder, and then have MessageExport automatically print any emails to that folder.

Another useful feature is MessageExport's profile scheduler. Use the scheduler if you prefer to print emails periodically, such as every six hours.

Printing Outlook emails on a schedule

For people who work intensely with Microsoft Outlook and email, MessageExport adds powerful new capabilities to automate work and save time.

Learn more about MessageExport and download a free 15 day trial.