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Streamline Email Management: How to Automatically Print Incoming Emails in Outlook

Configuring Outlook to Automatically Print Incoming EmailsIn today’s fast-paced world, staying organized is key to staying on top of your workload. One way to streamline your email management process is by configuring Outlook to automatically print incoming emails.

This article will guide you through the process, providing step-by-step instructions and tips to help you set up this time-saving feature.

Configuring Outlook to Automatically Print Incoming Emails

Creating an Advanced Rule for Automatic Printing

– To begin, open Outlook and go to the File tab. – From the dropdown menu, select Options and then click on the Mail category.

– Under the section labeled “Send or receive messages”, click on the “Rules and Alerts” button. – In the “Rules and Alerts” dialog box, click on the “New Rule” button.

– In the “Rules Wizard”, select the “Apply rule on messages I receive” option and click on “Next”. – Select the conditions that you want to use to filter incoming messages, such as specific sender, subject, or keywords.

– Once you have set the desired conditions, click on “Next”. – In the “What do you want to do with the message?” section, select the “Print it” option.

– Click on the “Finish” button to save your rule and start the automatic printing process.

Setting Conditions for Filtering Incoming Messages to Print

– In the “Rules Wizard”, follow the steps mentioned in Subtopic 1.1 until you reach the section where you set conditions. – Click on the “Advanced Options” button to access the advanced Rules Wizard.

– In the “Advanced Options” dialog box, click on the “Next” button to proceed. – Here, you can set multiple conditions using logical operators, such as “And”, “Or”, or “Not”.

– Choose the conditions that best suit your needs and click on “Next”. – In the “What do you want to do with the message?” section, select the “Print it” option.

– Proceed with the remaining steps from Subtopic 1.1 to complete the rule creation process.

Adding the Print Action in Previous Versions of Outlook

Accessing the Rules Wizard in Outlook 2013

– If you are using Outlook 2013, navigate to the File tab and click on “Options”. – In the Options dialog box, click on “Mail” and then select the “Rules and Alerts” button.

– From the “Rules and Alerts” dialog box, click on “New Rule”. – Choose the “Start from a blank rule” option and click on “Next”.

– Follow the remaining steps mentioned in Subtopic 1.1 and Subtopic 1.2 to create your printing rule.

Accessing the Rules Wizard in Outlook 2007

– For users of Outlook 2007, go to the Tools menu and select “Rules and Alerts”. – In the “Rules and Alerts” dialog box, click on “New Rule”.

– Choose the “Check messages when they arrive” option and click on “Next”. – Continue with the steps provided in Subtopic 1.1 and Subtopic 1.2 to set up the print action.

Conclusion:

By following the easy steps outlined above, you can configure Outlook to automatically print your incoming emails. This time-saving feature will help you stay organized and ensure that important information is easily accessible in hard copy format.

Whether you are using the latest version of Outlook or an older one, the Rules Wizard allows for the creation of customized rules to suit your specific needs. Take advantage of this powerful tool and simplify your email management process today.

Adding the Print Action in Outlook 2013 and Older

Editing the Rule Description and Selecting Criteria for Filtering Incoming Messages

When it comes to configuring Outlook to automatically print incoming emails, Microsoft Outlook 2013 and older versions provide a flexible set of options. Let’s dive into the step-by-step process of editing the rule description and selecting criteria for filtering incoming messages.

To begin, open Outlook and go to the File tab. From the dropdown menu, select Options, then click on the Mail category.

Under the section labeled “Send or receive messages”, click on the Rules and Alerts button. In the Rules and Alerts dialog box, click on the New Rule button.

In the Rules Wizard, select the “Apply rule on messages I receive” option and click on Next. Now, you can choose the conditions that you want to use to filter incoming messages.

For example, if you want to print only emails from a specific sender, select the “from people or public group” condition and click on the underlined “people or public group” link in the rule description box. This will open another window where you can specify the sender’s name or select it from your contacts.

Once you have set the desired conditions, click on Next.

Enabling the Print Action and Completing the Rule Setup

In the “What do you want to do with the message?” section of the Rules Wizard, select the “Print it” option. If you do not see this option, make sure you have a printer set up and connected to your computer.

After selecting the “Print it” option, you have the option to further customize the print settings. Click on the “Print Options” button to define print settings such as number of copies, printer selection, and paper size.

Once you have configured the print options, click on OK. Proceed with the remaining steps by clicking on Next and Finish.

You will be prompted with a warning dialog box asking if you want to run the rule on messages already in the current folder. If you wish to apply the rule to all existing messages, select Yes.

Otherwise, select No.

Additional Options for Automatic Printing in Outlook

Using Tools Like Print Tools for Outlook for More Printing Options

While Outlook provides native functionality to automatically print incoming emails, there are third-party tools available that can enhance your printing experience. One such tool is “Print Tools for Outlook”.

This add-in allows for more customization and flexibility when it comes to automatic printing and offers additional features to streamline your printing workflow. With Print Tools for Outlook, you can automatically print attachments that come with the incoming emails.

This can be particularly useful when receiving documents, invoices, or receipts that need to be printed for record-keeping purposes. The add-in also provides the option to choose specific printer trays or paper sizes for different types of emails, saving you time and effort in manually adjusting the print settings every time.

Additionally, Print Tools for Outlook allows you to set up rules based on different criteria such as sender, subject, or keywords. This means you can create rules to print emails only when certain conditions are met, ensuring that only the most relevant messages are printed.

To start using Print Tools for Outlook, simply download and install the add-in. Once installed, you will find additional options in the Outlook ribbon that allow you to configure and customize the automatic printing settings.

The interface is user-friendly and intuitive, making it easy for anyone to set up and manage their printing rules. Conclusion:

Automating the printing of incoming emails in Outlook can significantly improve your productivity and organization.

Whether you are using Outlook 2013 or an older version, the built-in Rules Wizard provides a powerful tool to create customized rules based on specific criteria. By selecting the “Print it” action, you can automatically print emails that meet your specified conditions.

For users seeking additional printing options and features, tools like Print Tools for Outlook offer an enhanced experience. These add-ins provide more flexibility in customizing print settings, such as printing attachments or selecting specific trays or paper sizes.

By leveraging these tools, you can further streamline your email management process and ensure that important information is always available in hard copy format. So, take the time to configure Outlook to automatically print incoming emails and explore the additional options provided by tools like Print Tools for Outlook.

By doing so, you can save valuable time and effort while staying organized and on top of your workload. In conclusion, configuring Outlook to automatically print incoming emails is a valuable time-saving feature that can greatly enhance your email management process.

By following the step-by-step instructions provided in this article, you can easily set up rules to filter incoming messages and automatically print them based on specific criteria. Additionally, tools like Print Tools for Outlook offer even more customization options for automatic printing, further streamlining your workflow.

By leveraging these features, you can stay organized, ensure important information is easily accessible in hard copy format, and optimize your productivity. Take advantage of these capabilities to simplify your email management and improve your overall efficiency.

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