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Printing a Mass Quantity of Emails

(Thanks to Becky Crane @ HHS for this writeup!)

Printing a mass of emails seems painful and redundant in our ever-increasing cloud-based computing world. However needs must, so this is the most pain-free way we have found to do this.

0. Use a Mac computer...not an iPad, not a Chromebook, not Windows.

1. Make sure the emails you want to print out are tagged ("labeled") under one tag. This will make the later part of the process much easier.

2. Set up the Apple Mail program ("" in your Mac's Applications folder.) When you first open the application, it will ask you to put in your email and password and begin the setup process. If you are unsure of what to enter into a field, look at the guide below or come to tech and we’ll help you get set up.

  • Incoming Mail (IMAP) Server

  • Outgoing Mail (SMTP) Server


    • Port: 465 or 587

    • Requires SSL/TLS: Yes

    • Requires authentication: Yes

    • Use same settings as incoming mail server

  • Full Name or Display Name: [your name as you want people to see it]

  • Account Name or User Name: your full address (

  • Email address: your full address (

  • Password: your Gmail password

3. Download your email to Mail. It should do this automatically. If you have an enormous inbox, it will take awhile. Your tags/labels should appear as folders in the left hand panel.  Click on your desired folder and SORT the messages as you want them (probably chronologically.) Select the messages you’d like to print (hold down command for non-consecutive emails and shift for consecutive emails).


4. Select File => Print. Each email will be on a separate page. Alternatively, you can select the PDF option at the bottom left corner of the print interface and save all the emails as one continuous PDF document, in the order you had them sorted in your inbox.


4. Select File => Save As and choose Rich Text Format with no attachments. This will create a biiiiiiig .rtf file containing all the emails, in the order you had them sorted in your inbox. Depending on the # of messages, this may take awhile, several minutes or more. The resulting file will not appear until it's finished. THEN, open that file, and select "Print" but then pick "Save to PDF". This way, you will be able to figure out which page(s) have/has a given message, so you can print just that message (by printing a range of pages.)