Outlook
To find the page setup dialog box in Outlook, go to File > Print in either the desktop or web version, then click Page Setup. You can also use the Ctrl + P shortcut to open the print preview window, where you'll find the setup options.
Outlook's page setup options aren't always where you'd expect them to be, especially if you're used to other Microsoft apps. 💻 The File > Print route works consistently across both desktop and web versions, but some users miss the Page Setup tab tucked under the main print menu.
I've seen many people overlook the Ctrl + P shortcut too—it's faster but requires navigating the preview window afterward. For calendar items, you might need to switch to the email view first, as the setup options behave differently there.
💡 In This Article
- Outlook Print Options Explained
- Keyboard Shortcuts for Outlook Print Settings
Outlook print options explained
Outlook's print menu structure differs subtly between email and calendar items, which is why some users struggle to locate the page setup dialog box.
In the desktop app, the File > Print menu reveals a two-tiered system: the main print options appear first, while the Page Setup tab sits hidden under the Print button itself. This design mirrors Microsoft Office's consistency but can confuse users accustomed to more direct access points.
The web version simplifies this slightly, though the setup options remain tucked within the print preview interface.
Here's what's actually happening under the hood: Outlook's print system dynamically loads different settings based on whether you're printing an email, calendar event, or contact.
For emails, you'll see options for printing headers/footers and adjusting margins (typically set to 0.75 inches by default), while calendar prints often exclude these to maintain readability of time blocks.
The Page Setup dialog box itself contains three primary sections: Paper Size (defaulting to Letter in US versions), Margins (with preset options like Narrow or Wide), and Orientation (Portrait/Landscape).
Why might your margins or other settings not appear immediately? Outlook caches some print preferences between sessions, and certain settings (like custom headers) only show up after you've printed at least once. The web version, for example, may hide advanced options until you click the More settings dropdown.
Pro tip: If you're printing calendar items, switch to the email view first—this forces Outlook to load the full print menu structure with all available options. This works because calendar items use a different rendering engine than emails, which affects how print templates are generated.
Consider these key differences between email and calendar printing:
- Email Printing: Includes full headers/footers by default (sender info, date, subject) and supports custom page breaks between messages
- Calendar Printing: Omits headers/footers to preserve space for time blocks, with fixed 1-inch margins to prevent date overlaps
- Contact Printing: Uses a dedicated business card template with 2.5-inch square dimensions by default
The Page Setup dialog box itself contains some hidden gems worth exploring. The Paper Size dropdown isn't limited to standard options—you can select Custom to enter dimensions like 8.5 x 11 inches (standard) or 8.5 x 14 inches (legal).
For international users, this becomes particularly useful when switching between Letter and A4 formats. The Orientation toggle is especially handy for calendar prints, where landscape view can display weekly schedules more clearly than portrait.
What most people don't realize is that Outlook's print system actually uses the same underlying engine as Microsoft Word for document rendering. This means the 0.75-inch margin default comes from Word's legacy settings, while the 12-point font default for printed emails matches Word's standard.
The science behind this involves Outlook's OLE (Object Linking and Embedding) integration, which allows it to leverage Word's print templates while maintaining its own interface. This dual-system approach explains why some print options behave differently between Outlook and Word.
For power users, here's a pro tip: If you frequently print with custom settings, save them as a template.
Outlook doesn't natively support print templates, but you can work around this by creating a Word document with your preferred margins and paper size, then printing from Outlook while keeping the Word document open. The system will sometimes inherit these settings for subsequent prints.
This workaround exists because Outlook's print subsystem was designed with simplicity in mind, prioritizing ease of use over advanced customization options.