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How to create and print envelopes from the mailing list in Word?

Author Sun Last modified

If you need to send letters to multiple people, writing names and addresses by hand on each envelope can be time-consuming, especially if you're working with a long mailing list. Fortunately, Microsoft Word provides a built-in mail merge feature that lets you automatically create and print envelopes using data from a list, such as an Excel spreadsheet. This tutorial will walk you through the process step by step, from setting the envelope style to printing envelopes for each recipient on your list.

Create and print envelopes from mailing list in Word

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Create and print envelopes from mailing list in Word

Step 1: Set envelope style

  1. Open a Word document and go to "Mailings" > "Envelopes".
    Envelopes button on the Mailings tab on the ribbon
  2. In the Envelopes and Labels dialog, type the delivery address and return address, then click "Options".
    Envelopes and Labels dialog
  3. In the "Envelope Options" tab of the pop-up dialog, select the envelope size and positioning options.
    Envelope Options dialog with the Envelope Options tab opened
  4. Switch to the "Printing Options" tab and choose the correct feed method for your printer.
    Envelope Options dialog with the Printing Options tab opened
  5. Click "OK", then click "Print".
  6. When prompted to save the return address, click "Yes".
    Dialog box saying 'Do you want to save the new return address as the default return address?'
  7. Verify that the envelope printed correctly. If not, adjust the feed method settings and try again.

Step 2: Import the list into Word

  1. Click "Mailings" > "Start Mail Merge" > "Envelopes".
    Envelopes option on the Mailings tab on the ribbon
  2. In the Envelope Options dialog, click "OK". A new envelope layout appears with your default return address.
    Envelope layout in the document
  3. Go to "Mailings" > "Select Recipients" > "Use Existing List".
    Use Existing List option on the Mailings tab
  4. Select the Excel file that contains your mailing list and click "Open", then choose the worksheet from the pop-up "Select Table" dialog.
    Select Data Source dialog
    Arrow
    Select Table dialog
  5. Click "OK", then click "Mailings" > "Edit Recipient List" to confirm the imported list.
    Mail Merge Recipients dialog
  6. Select the recipients you want to include, then click "OK".

Step 3: Add recipient information to the envelope

  1. Place your cursor in the center text box of the envelope where you want the recipient address to appear.
    Envelope layout with text box
  2. Click "Mailings" > "Address Block" to open the Insert Address Block dialog.
    Insert Address Block dialog
  3. Select the name format you want under "Insert recipientโ€™s name in this format", and preview the result.
    Preview in Insert Address Block dialog
  4. If needed, click "Match Fields" to verify that the fields in your mailing list correctly match the required fields for the address block. If you donโ€™t want a field to appear on the envelope, select "(not matched)" from the drop-down list for that field.
    Match Fields dialog
  5. Click "OK" to insert the address block into the envelope.
    Address block inserted into envelope

Step 4: Print the envelopes

  1. Click "Mailings" > "Preview Results". Use the navigation buttons on the ribbon to check how each envelope will appear.
    Preview Results button on the Mailings tab on the ribbon
    Arrow
    Names and addresses on the envelopes
  2. Click "Finish & Merge" > "Print Documents".
    Print Documents option
  3. In the "Merge to Printer" dialog, select the records you want to print, then click "OK".
    Merge to Printer dialog

The envelopes are now printed and ready for mailing.

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