How to print Outlook contacts

This article will guide you through the process of printing Outlook contacts, whether it's an entire address book or a specific record.

Microsoft Outlook offers great convenience in organizing contacts digitally, but sometimes you might need a paper copy. Printing your Outlook contacts can be helpful for various reasons, whether it's for a quick reference during your meeting or a backup for those just-in-case moments. Let's walk through the simple steps to transform your virtual network into a neatly organized tangible list.

How to print a list of contacts in Outlook

The Address book in Outlook is a "virtual folder" displaying information from your contact folders. However, the address book itself does not have a printing option. To get your contacts on paper, you need to go directly to the address source, and then use the print option available. Here are the detailed instructions:

  1. Access your Outlook contacts. In the Navigation pane on the left side of the Outlook window, click the People icon to open your Contacts view.
  2. Select the target folder. In the folder pane, select the folder containing the contacts you wish to print.
  3. Choose the view. On the Home tab, in the Current View group, select the view that suits your needs. The view you choose will determine the available printing styles. For a card, booklet, or phone directory style, select the People, Business Card, or Card view. For a table or memo style, choose the List view. Select the contacts folder to print.
  4. Filter the contacts. If you only want to print a subset of your contacts, you can apply a filter. For this, go to the View tab, click View Settings, and set your criteria, such as company or category. If you're aiming to print all contacts in a folder, you can skip this step. Filter the contacts for printing.
  5. Access the print menu. Go to the File tab > Print or press Ctrl + P to open the Print menu.
  6. Choose the print style. Under Settings, choose the desired style. A preview of the printout will appear on the right. If you're happy with the format and want to print all pages, click Print. If not, proceed to the next step. Choose the print style.
  7. Customize the print settings. To fine-tune your settings, click the Print Options button. In the dialog box that appears, you can choose which pages to print, the number of copies, and other preferences. For further customization, click:
    • Page Setup to choose fonts, formats, paper size, or to add a header and/or footer.
    • Define Styles to modify a specific style or to create your custom style.

    After adjusting the settings to your liking, click Preview to see how your changes will look on the final printout. Customize the print settings.

  8. Print. Once you're completely satisfied with the preview, hit the Print button to initiate the printing process. Print contacts in Outlook.

With these steps, you'll have a printed list of contacts from your Outlook address book, organized just the way you need them.

Note. These instructions are applicable to the classic desktop Outlook app for Windows. Unfortunately, in the new Outlook and Outlook on the web there is currently no option to print contacts.

How to print an individual Outlook contact

Printing a certain contact from Outlook is a simple task that can be done in just a few steps:

  1. In your Outlook contact folder, locate the specific contact you want to print.
  2. Double-click on the contact's name to open its card.
  3. With the contact card open, click File > Print or use the Ctrl + P shortcut. Open the contact card in Outlook.
  4. In the Print menu that appears, you can select the printer and tailor the settings to fit your needs. For a single contact, Outlook only provides the Memo style as the default print format. To customize the formatting, click the Print Options button.
  5. Preview the contact to make sure that all the necessary details are included and formatted to your preference.
  6. Finally, click the Print button to send the contact to the printer. Print a selected Outlook contact.

By following these steps you can quickly get a hard copy of the contact details whenever required for your meetings, networking events, or as a personal backup.

Print Outlook contacts to PDF

Printing Outlook contacts to a PDF file can be a convenient way to save and share your contact information. Here's a step-by-step guide to help you do just that:

  1. Select the contact folder you want to include in the PDF file. If you're looking to convert a specific contact to PDF, double-click on it to open its card.
  2. Click File > Print or use the Ctrl + P shortcut to get to the print menu.
  3. Choose Microsoft Print to PDF as your printer. Print Outlook contacts to PDF.
  4. Select your preferred style.
  5. To adjust additional settings like which pages to include or add a header/footer, click the Print Options button.
  6. Click the Print button.
  7. In the Save Print Output As dialog box, choose a location for your PDF and name it.
  8. Click Save, and your contacts will be immediately saved as a PDF in the folder you selected. Save Outlook contacts to a PDF file.

Saving to PDF lets you promptly get a digital copy of your Outlook contacts in a widely compatible format, which can be easily shared or archived.

Note. This process is applicable to the classic desktop Outlook app on Windows 10 and Windows 11. The new Outlook app and Outlook on the web currently do not offer an option to print contacts.

Outlook contacts print styles

When it comes to organizing and sharing contact information, Outlook offers a variety of styles to suit different needs and preferences. Each style offers a unique layout and presentation of your contact information. Here's an overview of the print styles available for Outlook contacts:

Card Style

This style closely resembles how contacts appear in Outlook's Card view. Each contact is displayed as a separate card, making it convenient for quick scanning through details. It's convenient for creating a physical address book with a visually appealing and compact layout. Outlook contacts card style

Small Booklet Style

Ideal for creating a pocket-sized booklet, this style arranges your contacts in a compact format that's easy to carry around. It optimizes space by placing multiple entries on each page, so you can make useful reference booklets that can fit in a pocket or binder. Outlook contacts small booklet style

Medium Booklet Style

The Medium Booklet style is an excellent choice for those who prefer a balance between compactness and readability. It offers more space for each contact than the small booklet style, making it easier to read and perfect for a desk reference. Outlook contacts medium booklet style

Phone Directory style

This style organizes your contacts in a format similar to a traditional phone book. It lists people alphabetically with their names and phone numbers. This style is useful for creating a phone directory of your Outlook contacts. Outlook contacts phone directory style

Memo style

The Memo style in Outlook is designed for those who need a detailed record of their contacts. It prints each contact on a separate page, providing an overview of the essential information. This style is perfect for creating personal profiles or for instances where detailed information is required for each contact. Outlook contacts memo style

Table style

The Table style is a practical choice for those who appreciate organization and clarity. It displays your contacts in a structured tabular format, much like a spreadsheet. Typically, it's the default print style when you apply the List view for contacts in Outlook. Outlook contacts table style

As you see, different styles have different uses and serve specific purposes. Pick the one that best fits your needs to keep your contacts within reach, in the format that you prefer.

Wrapping up, printing Outlook contacts is a convenient way to stay organized and prepared for any scenario, be it a formal meeting or a casual get-together. So go ahead, give it a try, and enjoy the feeling of holding your digital world in your hands 😊

One comment

  1. Thanks for sharing this

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