Microsoft Office has the ability to print envelopes individually or in bulk using a mail merging feature. This is tremendously helpful for companies that want to personalize their mass mailings by including things like logos and other identifying information. And a guide is needed to go through on how to carry this assignment out when you know nothing about it. This article serves as a guide on how to print on envelopes in Word and Excel. Enjoy the ride with me!
How to Print on Envelopes from Word
Are you confused about how to print on envelopes in Word? This guide is for you! The following are steps to follow to print on envelopes from Word:
Step 1: Add Delivery and Return Addresses
The first thing you need to do is fill up your envelopes with the correct addresses. So as to:
- Open Word on your Apple computer or PC.
- Choose the Mailings tab from the main menu’s ribbon.
- For envelopes, select the button.
- You’ll need to manually enter the address of the recipient into the text box. You may also use the Contacts button to bring in email addresses from your Outlook address book.
- Either select Contacts and import an Outlook address book contact, or type in your own return address. Mark the box next to Omit if you prefer that the sender’s address not be shown.
Word also allows you to design and print labels, which is convenient if you want to use them instead of typing down your delivery and return addresses. In the labels dialogue box, accessible via Mailing > Labels, you may enter a single address.
Step 2: Change the Font Size and Envelope Size
The size of your envelopes must be specified.
- Select the envelope-shaped Preview button.
- Select the desired envelope size from the pull-down menu found in the Envelope Options section.
- Envelope sizes should be specified. Word comes with a variety of standard envelope sizes, but you can also choose a custom size from the File menu.
- Next, select the desired font by clicking Font… next to the Delivery address box or Return address.
- Click OK.
Step 3: Modify the Printer’s Feed
The method of feeding the envelope into the printer must now be specified. So as to:
- Select Settings from the Feed menu.
- Go to File > Print Options.
- Select your preferred envelope feeding method in the Feed Method window. Due to the difficulty of precisely positioning the envelope’s center, we advise opting for a method in which the envelope abuts the feed tray’s edge. Incorrect alignment of an envelope will result in off-center return and delivery addresses.
- To specify which way the envelope should be loaded, click Face up or Face down.
- To flip the envelope to the orientation of your choice, select Clockwise rotation from the menu.
- If your printer has more than one tray, pick the drop-down arrow next to Feed from and then select the tray you’d like to use to feed the envelope.
Step 4: Add Design Elements
You have the option of adding your logo and other details to the envelopes before printing them. Then, select the Add to document button. In doing so, the envelope will open as a Word document, where you may make changes to the design and insert photographs as needed.
Step 5: Print the Envelope
The printing of the envelope can now begin. So as to:
- Select Envelopes once more.
- Make sure the correct number of envelopes are loaded, and then hit the Print button.
How to Print Envelopes in Google Docs with Mail Merge
Mail Merge is commonly used for mass emailing since it allows for easy customization of messages. You’ll need to compile a list of contacts into an Excel spreadsheet for this. The data is then retrieved mechanically and included in your emails.
Although emails are the most typical venue for this method’s application, a Google Docs-friendly variant is also available. To use it for printing envelopes, follow the instructions below.
Step 1: Start a Blank File
- Use this link: https://docs.google.com/.
- You can create a new file by selecting “Blank.”
- Don’t go editing that brand-new document just yet.
- Start a new Google Doc and follow these steps to print envelopes.
Step 2: Set up Google Docs’ Mail Merge feature.
Please be aware that the add-on may require access rights before you can use it (more on that below). Just follow these instructions to get Mail Merge set up in Google Docs:
- Access “Extensions” from the main menu. The phrase “Add-ons” should be read as “Get Add-ons.”
- The “Get Add-ons” button (plus sign +) on the right sidebar is another option.
- To find “Mail merge for Google Docs,” use the “Enter” or “Return” button after clicking the search bar.
- Check the box labeled “Mail merge for Google DocsTM.”
- Using the Google Market search term “Mail merge for Google Docs”
- To install the plug-in, select “Install” and then follow the on-screen instructions.
- If its icon isn’t on the sidebar, try refreshing the current tab.
Step 3: Choose an Envelope Size in Google Docs’ Mail Merge
- Find the “Mail Merge” option in the menu bar.
- To begin creating envelopes, click “Envelopes” on the Mail Merge panel.
- Select an option from the “Envelope size” drop-down menu.
- When you’re ready, click the “APPLY” button.
Step 4: Enter Your Envelope Details
All that’s left to do now is fill out the envelope with the appropriate information. The following example follows the guidelines established by the United States Postal Service. The following should be included:
Return address: You can find this information on the top left of your envelope. The information includes who you are, where you live, and what postal code you use.
Address of the recipient: Write this down on the line directly below the return address in the middle of the envelope. Don’t forget to write down the addressee’s full name and ZIP+4 code.
Optional: Use a Mailing List to Auto-Fill Your Envelope Addresses
Following the aforementioned procedures will only allow you to change the paper size of your Google document. However, that isn’t Mail Merge’s primary function. Did you know you can use it to instantly insert names and addresses from a mailing list into your envelopes? Here is how to go about it:
#1. Create a Google Sheets Mailing List
Mail Merge for Google Docs works best after a mailing list has been established. This streamlines the process of adding your merged fields. Here’s how to create a mailing list if you haven’t done it before.
Create a new Google Sheets document at https://sheets.google.com/.
Put the following column headings in the top row of your spreadsheet:
- Name of Recipient
- Where You Live
- City
- State
- ZIP+4 Code
- Put the addresses of the people you want to send mail to in the cells below the headings.
#2. Put the Merge Fields in Order
You can use the column headings in your spreadsheet as merge fields. Avoid confusion and missteps by keeping things neat and uncomplicated. You can then incorporate them into your paper. Here’s what you need to do:
- Select the “SELECT” button next to “Select recipients” in your Google doc.
- In the new window that has opened, choose the spreadsheet containing your mailing list.
- Simply choose the “Select” option.
- To choose which merge fields are printed on your envelope, click the ellipsis (…) next to “Insert a merge field” and make your selections.
- When you are finished setting up your merge fields, click the “START MAIL MERGE” button.
#3. Check Out the Merged Emails
Select the “OPEN” tab to access your Google Docs file for printing addressed envelopes with pre-printed addresses. You can get a PDF version of your mail-merged document by clicking the “PDF” button.
#4. Get the Envelopes Printed!
Envelopes can be printed at this time. Select the printer icon from the menu bar to print. Another option is to use the keyboard shortcut “Ctrl” plus “P” (or “Command” plus “P” on a Mac).
Printing Envelopes With Page Sizer
You may also try using the Page Sizer add-on for Google Docs. It’s important to remember that certain permissions may be needed in order to use this plugin. If that’s fine with you, then use it in the manner described below to print envelopes:
- Create a new Google Doc by visiting https://docs.google.com/.
- Navigate: > “Extensions” The phrase “Add-ons” should be read as “Get Add-ons.”
- Press the “Enter” or “Return” key on your keyboard after typing “Page Sizer” in the search bar.
- Click the link labeled “Page Sizer” when prompted.
- Follow the on-screen instructions after clicking the “Install” button.
- Navigate: > “Extensions” The “Page Sizer” > Saying “Select a page size…”
- In the “Custom page size” dialogue box, you can choose the exact measurements of the envelopes you want to print.
- When finished, click the “Apply” button.
- Write both your address and the addressee’s down.
- After ensuring there are no typos left, you can print by selecting the option from the toolbar or by pressing Ctrl + P (Command + P on a Mac).
Google Docs Envelope Template
If you’d rather not deal with any of the preceding steps, a Google Docs envelope template is your final resort. The dimensions of this sample document are 4.125 inches by 9.5 inches, which is standard for a USPS Size 10 envelope. The return and recipient addresses are properly formatted in the sample document. Simply substitute your own information in their place.
How to Print on Envelopes from Excel
Create a return-addressed envelope template in Word 2013 and import an Excel list of addresses to save yourself the trouble of writing out each envelope individually. The following are steps to follow to print on envelopes from Excel:
Step 1: Create a New Envelope
To begin a new envelope project in Word, select “Envelopes” from the Mailings menu. If you wish to use a return address, please do so, but the recipient’s address should be left blank.
Step 2: Change the Print Settings and Envelope Size
Click “Options” and then select the Envelope Options tab to change the envelope size. Changes can also be made to the margins and font size. Word will choose how to feed envelopes into your printer automatically, but you can adjust this in the Printing Options tab if necessary.
Step 3: Add the Envelope to the Document
Make a new document by clicking the “Add to Document” button to use the envelope sample. If you changed your default return address, you can select it here.
Step 4: Bring in the Excel Files
Focus on the envelope’s lower half, where the delivery address text area is located. A click on the box reveals its contents, and a click anywhere in the box triggers its proper operation. Choose “Use an Existing List” from the drop-down menu of “Select Recipients” in the Mailings tab to import your Excel file and initiate a mail merge. To this point, you have not been required to click the “Start Mail Merge” button.
Step 5: Pick a Data Source
If your Excel file contains numerous tables or spreadsheets, you will need to select the one that contains your addresses. Select “Name” and “Address” as headers for the top row and confirm with “OK.”
Step 6: Set Up the Addresses
To modify the format of addresses printed on envelopes, select the “Address Block” option. Make edits to the preview by selecting the desired format from the menu on the left. Press “Match Fields” to assign pieces of each address to specified columns in your Excel file if the preview is lacking information from your file.
No need to separate your Excel address data into separate columns for things like “City,” “State,” and “Postal Code”; Word can read it all with ease. You probably won’t need to make any changes to the Excel file so that it can be opened in Word thanks to Word’s automatic identification and the Match Fields features.
Step 7: View and Print Preview
To see a preview of the first envelope, click “Preview Results,” and to see further samples, use the arrows or “Find Recipient” buttons in the Preview Results section. Before printing, you need not examine each entry for accuracy, so long as the overall format is correct. Select “Print Documents” under “Finish & Merge” to print. To keep the envelope template (addresses and all), select “Edit Individual Documents.”
Step 8: Pick the Envelopes You want Printed
Choose “All” to print envelopes for all of the addresses on your Excel spreadsheet, or enter a range of numbers. Select “Current Record” to reproduce just the one envelope now visible.
Also Read: How to Set Print Area in Google Sheets: Step-By-Step Guide
How Do I Print Multiple Addresses on Envelopes?
Here is how to print multiple addresses on envelopes:
- Create an email distribution list.
- See if your envelope design works.
- The mail merge should begin.
- Connect the primary document to your mailing list.
- Include your return address in the envelope’s block.
- Examine the envelopes before printing them.
- Put away the file containing the mail merge envelopes.
How Do I Print a PDF on an Envelope?
To print the downloaded PDF, open it and select Print from the File menu. This should open a window where you may configure your printer. Make sure the paper size you select under “Page Setup” is the same as the envelope size you’ll be using. Pick “no scaling” if you want the original size.
Why Won’t My Printer Print an Envelope?
When you put envelopes in the printer and press “print” without first changing the paper size, the printer will treat the paper as if it were standard US Letter (or A4) size. And that leads to a plethora of alignment issues. In the Printer Paper Size area of your preferences, provide the dimensions that your envelopes actually are.
Final Thoughts
Yes! I do hope you follow this guide to print on your envelopes from Word and Excel. Do find this article helpful? Let me hear from you in the comment section below!
- HOW TO MERGE CELLS IN GOOGLE SHEETS: Detailed Guide
- HOW TO SAVE A GOOGLE DOC AS A PDF: Quick & Easy Guide
- HOW TO MAKE A GROUP IN OUTLOOK: Easy Guide
- How to Save a Google Doc: Quick & Easy Guide
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