Skip to main content

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

Author: Sun Last Modified: 2025-04-18

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

Recommended Productivity Tools for Word

Kutools for Word: Integrating AI 🤖, over 100 advanced features save 50% of your document handling time.Free Download

Office Tab: Introduces the browser-like tabs to Word (and other Office tools), simplifying multi-document navigation.Free Download

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 recipient’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 don’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.

Best Office Productivity Tools

Kutools for Word - Elevate Your Word Experience with Over 100 Remarkable Features!

🤖 Kutools AI Features: AI Assistant / Real-Time Assistant / Super Polish (Preserve Format) / Super Translate (Preserve Format) / AI Redaction / AI Proofread...

📘 Document Mastery: Split Pages / Merge Documents / Export Selection in Various Formats (PDF/TXT/DOC/HTML...) / Batch Convert to PDF...

✏ Contents Editing: Batch Find and Replace across Multiple Files / Resize All Pictures / Transpose Table Rows and Columns / Convert Table to Text...

🧹 Effortless Clean: Sweap away Extra Spaces / Section Breaks / Text Boxes / Hyperlinks / For more removing tools, head to the Remove group...

➕ Creative Inserts: Insert Thousand Separators / Check Boxes / Radio Buttons / QR Code / Barcode / Multiple Pictures / Discover more in the Insert group...

🔍 Precision Selections: Pinpoint Specific Pages / Tables / Shapes / Heading Paragraphs / Enhance navigation with more Select features...

⭐ Star Enhancements: Navigate to Any Location / Auto-Insert Repetitive Text / Toggle Between Document Windows / 11 Conversion Tools...

🌍 Supports 40+ Languages: Use Kutools in your preferred language – supports English, Spanish, German, French, Chinese, and 40+ others!

Kutools and Kutools Plus tabs on the Word Ribbon
👉 Want to try these features? Download Kutools for Word now! 🚀
 

Best Office Productivity Tools

Kutools for Word - 100+ Tools for Word

Free Download Buy Now Learn More about Kutools