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Extension Technology and
Computer Services


University of Missouri-Columbia   Extension Technology and Computer Services—ETCS

February 2003
 Vol. 20, No. 1

A Technology Newsletter for Extension Specialists



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Tired of 1000 People in
the To: Line?

By Jill Dourty

Have you received an email from someone that you really wanted to print out, but didn't because it had a large number of names in the To: and/or CC: line? Very annoying, isn't it? Unfortunately, Outlook 2000 or 2002 doesn't appear to let us easily print messages without that very long list of names at the beginning. That "stuff" like "To", "From:", "Sent", and "Subject:" is called the "header".

Some research has uncovered a way that will allow you to edit an individual message so that when you print it, it won't print the "To:" (and or "CC:" line. See the instructions below:

To Modify the Message Form in Outlook

  1. Open the mail message in Outlook.
  2. On the Tools Menu (of the email), select Forms, and then click Design This Form.
  3. Right-click to select the field you want to remove, (select the field, not its label; You should right click out to the right side of the word "To": and go to properties. If the "CC:" field is also full of names, you can repeat the procedure on that part too) on the shortcut menu, click Properties.
  4. On the Validation tab, uncheck the box in front of "Include this field for Printing and Save As" and then click OK.
  5. Click on the X in the upper right corner to close the message—click YES to save the changes to the message!
  6. Open the email message again from your inbox and print the message from Outlook.  

The field removed in step three will not print. Other mail messages are not affected.

Remember, this is only a fix for the one email you have open, you will have to do this to each long "header-ed" email you receive and wish to print! If you need assistance or have questions about these instructions, please call ETCS at 573/882-7260.



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