Microsoft Word provides a simple tool for designing, customizing, and printing envelopes for your mailings right from your word processor. Whether you need a single envelope for special mail or bulk envelopes for mass sending, Word makes it easy.
In this step-by-step tutorial, you’ll learn how to access the envelopes feature in Word and master the process of setting up, designing, and printing envelopes tailored to your needs.
The envelopes tool is built right into Microsoft Word, so you don’t need any additional software or add-ons.
Next, let’s look at how to enter addresses.
In the envelopes tool, you’ll see fields for entering both the delivery address and return address.
As you type, Word will auto-format the address according to USPS conventions.
The return address should be your mailing address. This is needed in case the mail can’t be delivered and the envelope is returned to you.
Pro Tip: To quickly insert your default return address, click the Insert Address button and select your address entry. This syncs with addresses saved in your Outlook contacts.
Word provides presets for common envelope sizes, but you can also customize the options to fit specialized envelopes.
To view and change the envelope settings:
Here you can adjust settings like:
The preview pane on the right lets you see how the envelope will look with the selected settings applied.
Pro Tip: For DL and C5 envelopes, choose the landscape orientation to prevent addresses from getting cut off.
Once your options are set, click OK.
Before you print, it’s smart to preview the envelope design to catch any addressing issues.
If everything looks good, you’re ready to print!
Important: Before clicking print, make sure you have envelopes loaded in your printer’s paper tray. Pay close attention to the feed orientation instructions from your printer manufacturer. Incorrect envelope loading is a common cause of paper jams and misfeeds.
When you’re ready, click Print and envelopes will start dispensing from your printer.
If the alignment is off or content gets cut off, go back to the Options menu to adjust envelope positioning and margins. You may need to do some trial and error testing to dial in the perfect settings.
Plain white envelopes get the job done, but if you want to design more stylish and professional envelopes, Microsoft Word makes it easy.
After entering your addresses, click Add to Document at the bottom of the envelopes tool. This will open your envelope in the Word document itself.
Now you can treat it like any other Word document and get creative with the design:
Since it’s a real document, you can use all of Word’s formatting and page layout tools to customize the envelope to your needs.
When you’re done designing, click the Print button on the Word ribbon. Don’t forget to load envelopes in your printer!
Typing addresses one by one into envelopes works for small mailings, but it’s not practical for mass sending campaigns.
That’s where Word’s mail merge feature comes in handy!
Mail merge allows you to create hundreds of personalized envelopes quickly by pulling addresses from an Excel spreadsheet, CSV file, or other data source.
With mail merge, you can generate dozens or even hundreds of unique envelopes in just a few clicks. It connects seamlessly with the envelopes tool to handle the repetitive tasks so you can focus on other mail marketing duties.
So if you need to mail to a large list, combine the power of mail merge with Word’s versatile envelopes creator.
With some small adjustments to the envelope template and printer settings, you can resolve most issues that arise.
With these tips, your envelopes will come out picture perfect every time. No more wasted envelopes or misprints!
Now put your skills into action. Try designing a customized envelope with graphics for special mailings like wedding invitations. Or use mail merge to quickly generate hundreds of envelopes for an advertising campaign.
As you prepare more envelopes, don’t hesitate to refer back to this guide for help addressing every envelope challenge you come across.
Vegadocs Staff is comprised with experts in Microsoft Word and Google Docs. With years of experience, their articles offer practical tips for enhanced productivity in digital documentation.
