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Since email is supposed to be a part of the paperless office, knowing when to print and how to do so effectively is one of the most important elements of using Outlook. The first question you should ask is, do I need to print this? If it's to take with you as you, are out and about in the world? the answer is yes of course. That is, unless you have email on your cell phone. But if you're printing it for a legal permanent record, there is no need. The IRS will accept emails as part of your paper trail. So instead of printing, you want to archive it within Outlook's folders and we will learn to do that later in this course. When you do want to print, here's how. Click on the email that you want to print and then either click this printer button to send it straight to the printer or go up to the File menu and click Print or use the keyboard command, Command+P.
When the Print dialog box opens, be sure to click this little blue arrow. The window will expand and give you a variety of choices. First check your page numbers in this preview. Frequently, emails have past conversations at the bottom or rows and rows of signatures. If you only need to print the latest response, be sure to choose Pages from 1 to 1. By checking the box for email addresses in the message header, it toggles on and off the email addresses next to each person's name. If you have pictures in the message body, this checkmark will turn them on and off.
If the person has sent a message that has an artistic background, this message will deselect it so that it doesn't use up your printer ink. You can also include your name in the upper left-hand corner, in the upper right-hand corner the date and time that it was printed, and in the bottom right-hand corner the page numbers. In the bottom left hand corner, there is a PDF button, so that you can save the email to your computer as a PDF. At the bottom you have additional options as well. After you have managed all of your settings, click Print.
All of these printing refinements help maintain both your paperless office and your permanent paper trail.
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