How to use mail merge to create envelopes in Word

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Article ID: 294685 - View products that this article applies to.
This article was previously published under Q294685
For a Microsoft Word 2000 version of this article, see 212017.
For a Microsoft Word 97 version of this article, see 195989.
For a Microsoft Word 95 version of this article, see 141991.
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SUMMARY

This article describes how to use mail merge to create envelopes in Microsoft Word. Use this feature in Word to print multiple envelopes at once by using a list of names and addresses.

For more information about the mail merge process, click the following article number to view the article in the Microsoft Knowledge Base:
290408 Frequently asked questions about mail merge

MORE INFORMATION

Follow these steps to create envelopes by using mail merge in Word.

Getting started

Start a mail merge. To do this, use one of the following procedures, as appropriate for the version of Word that you are running.

Microsoft Word 2002

On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard.

Microsoft Office Word 2003

On the Tools menu, click Letters and Mailings, and then click Mail Merge.

Microsoft Office Word 2007

On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard.

The Mail Merge task pane appears.

Step 1 of 6: Select document type

  1. In the Mail Merge task pane, click to select Envelopes under Select document type.
  2. Click Next: Starting document.

Step 2 of 6: Select starting document

  1. Under Select starting document, select from the following two options:
    • Choose Change document layout, and then click Envelope Options to select the envelope options and format the envelope document.
    • Choose Start from existing document, and then either select from the list of file names, or click Open to browse for an existing envelopes document.
  2. Click Next: Select recipients.

Step 3 of 6: Select recipients

  1. Under Select recipients, select from the following three options:
    • Choose Use an existing list, and then click Browse if you want the recipient information to come from an existing data file.
    • Choose Select from Outlook contacts, and then click Choose Contacts Folder if you want the recipient information to come from names in an Outlook contacts folder.
    • Choose Type a new list, and then click Create to type the recipient names into the New Address List dialog box.
  2. In the Mail Merge Recipients dialog box, make any adjustments to the list of recipients, and then click OK.
  3. Click Next: Arrange your envelope.

Step 4 of 6: Arrange your envelope

  1. Place your insertion point in the delivery address area on the envelope document.
  2. In the Mail Merge task pane, click Address Block.
  3. In the Insert Address Block dialog box, select options for recipient name format, company name, postal address, and country/region, and then click OK.
  4. If you have software installed for electronic postage, you add the electronic postage during this step. For additional information, see the documentation that was included with your electronic postage software.
  5. If you want to choose other fields from your Address List, click the More Items option to select the field.
  6. Click Next: Preview your envelopes to continue.

Step 5 of 6: Preview your envelopes

  1. Preview the envelopes by clicking the left and right arrow buttons.
  2. If you want to make last-minute changes to the recipient list, click Edit recipient list to skip names or add to your list.
  3. Click Next: Complete the merge to continue.

Step 6 of 6: Complete the merge

Under Complete the merge, select from the following two options:
  • Click Print to send the merged envelopes to the printer.
  • Click Edit individual letters to send the merged envelopes to a new document, which you can edit or save before printing.

REFERENCES

For more information about mail merge in Word 2002 and in later versions of Word, click the following article numbers to view the articles in the Microsoft Knowledge Base:
294684 How to use mail merge to create mailing labels in Word 2002
294683 How to use mail merge to create form letters in Word 2002 and in later versions of Word
294694 How to use mail merge to create e-mail messages in Word 2002 and in later versions of Word
294695 How to use mail merge to create faxes in Word 2002 and in later versions of Word
294697 How to use the Outlook Contacts List with mail merge in Word 2002 and in later versions of Word
294686 How to use mail merge to create a list sorted by category in Word 2002 and in later versions of Word
294688 How to design and set up a mail merge address list in Word 2002 and in later versions of Word
294693 How to use mail merge to create a directory in Word 2002 and in later versions of Word

Properties

Article ID: 294685 - Last Review: April 4, 2007 - Revision: 4.1
APPLIES TO
  • Microsoft Office Word 2007
  • Microsoft Office Word 2003
  • Microsoft Word 2002 Standard Edition
Keywords: 
kbaddressbook kbhowto kbmerge KB294685

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