Outlook - automatically print emails or email attachments

Step-by-step instructions for automated printing of emails/attachments with Automatic Email Processor for Microsoft Outlook

Create a new profile

First click on the button labaled "New profile..." in the upper toolbar. The program creates a new profile and opens it in the configuration editor. Give the profile a name (e.g. Print invoices from company X) and optionally enter a comment. It is possible to highlight the profile in the log list in order to quickly distinguish between the tasks performed. To do this, activate the option "Color highlighting in the log" and use the button "Select color..." to define an individual color for the profile.

Define the profile name

Specify the email folder to be monitored

Select one or more Outlook email folders to which you want to apply the current profile. Click "Add..." and select one of the Outlook email folders listed. For example, this might be the Inbox folder of your main email account.

Select email folder

Configure filters

Set the filter criteria to ensure that only the relevant emails are printed automatically. For example, enter sender address, subject, and part of the file name.

Set email filter

Activate task Print

Click on the category Print and set the task status to "Active".

Activate printing

Print settings for email message or attachment

At this point the objects to be printed are selected. The following options are available:

  • Print email message
  • Print email attachments

Click Print Settings to open the printer selection dialog and specify any additional settings, such as the number of copies.

With a click on the button "Page range...", you can optionally exclude pages from printing or print only certain pages of the attachment or email message.

If the option Print Email Attachments is selected, only the attachments included in the filter will be printed. To print all email attachments, you can either leave the filter for the file name empty or, as a precaution, specify a term that will appear in the name of all expected attachments (e.g., pdf).

Select Print Attachments

Email operations (after successful processing)

Here you can set options for the processed email. For example, the email can be marked as read or moved to any Outlook folder after it has been printed.

Operations after printing the email

Automatic replies

If the sender of a message is to be informed of a status, this can be configured here. You can send a message if other filter criteria match, but no attachments are included, or in case you want notify the sender about a successful processing. In the program options you can set whether SMTP or the default Outlook account should be used for sending.

Automatically reply to emails


The next step is to specify whether status messages regarding the processing of each email are to be sent to a particular email address. The email can be sent using either the default Outlook email account or an email account with user-defined properties. After successfully printing the email or email attachment, any sound file can be played.

Receive processing status by email

Catch-up (print older emails)

Finally, there is the option to apply the configured profile to all emails or the emails of a certain period, i.e. to print out all matching emails. To do this, select the created profile in the profile list and click on "Catch-up". Otherwise the profile will only be applied to all new incoming emails of the monitored Outlook folders.

Print emails of a period