Microsoft Word 2004

Mail Merge: Creating Merged Envelopes

One popular use of the Mail Merge feature is to create envelopes. Mail Merge allows you to set up one mailing envelope (your starting document). Using data from a table or external database, you can print one envelope with different information for each record in the database or table.

These instructions assume that you have an understanding of the Word Mail Merge process. If you need more information, refer to Data Merge Manager: An Overview.

Begin the process of creating mail merge envelopes by setting up your starting document. When creating envelopes, you have many options. You can choose the envelope size, text font, positioning of the address, etc. to suit the needs of your particular project.

Open a blank Word document
From the Tools menu, select Data Merge Manager
The Data Merge Manager appears.
In the Main Document section, from the Create pull-down list, select Envelopes...
The Envelope dialog box appears.
OPTIONAL: To format, in the Delivery address or Return address,
1. Click FONT...
  The Font dialog box appears.
2. Make the desired formatting choices for the delivery address
3. Click OK
In the Printing Options section, click PAGE SETUP...
The Page Setup dialog box appears.
From the Paper Size pull-down list, select the envelope size
HINT: #10 Envelope is the most common.
Click OK
You are returned to the Envelope dialog box.
Click OK
The sample envelope appears.
From the Data Merge Manager, in the the Data Source section, from the Get Data pull-down lists, select Open Data Source...
The Choose a File dialog box appears.
From the Where pull-down list, locate and select the file you will use for your list
Click OPEN
In the Drag fields in to this box or type text section, create your label:
1. To insert a merge field, from the Data Merge Manager, in the Merge Field section, click and drag the appropriate fields to your envelope
2. Add text, spaces, and returns as needed
To preview your merged document, from the Data Merge Manager, in the Preview section, click VIEW MERGED DATA
A preview of your first recipient appears.
NOTE: For more information on editing the recipients' information, refer to Working with the Data Source.
To print the envelopes, from the Data Merge Manager, in the Merge section,
1. Click MERGE TO PRINTER
  The Print dialog box appears.
2. Make the appropriate selections
3. Click PRINT
To save the merged envelopes as a separate file, from the Data Merge Manager, in the Merge section,
1. Click MERGE TO NEW DOCUMENT
  NOTES:
  The merged envelopes appear in a new, unsaved document.
  The envelopes are separated by section breaks.
2. Make any desired changes in the new document
3. Save the new document