Microsoft Word 2003

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 Mail Merge Wizard: 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 Letters and Mailings » Mail Merge...
The Mail Merge task pane appears.
Under Select document type, select Envelopes
Click NEXT: STARTING DOCUMENT
Under Select starting document, select Change document layout
Under Change document layout, click ENVELOPE OPTIONS...
The Envelope Options dialog box appears.
Select the Envelope Options tab
From the Envelope size pull-down list, select your envelope size
OPTIONAL: To format the delivery address,
1. In the Delivery address section, click FONT...
  The Envelope Address dialog box appears.
2. Make the desired formatting choices for the delivery address
3. Click OK
OPTIONAL: To format the return address,
1. In the Return address section, click FONT...
  The Envelope Address dialog box appears.
2. Make the desired formatting choices for the return address
3. Click OK
Click OK
An envelope document appears.
Click NEXT: SELECT RECIPIENTS
Under Select recipients, select Use an existing list
To retrieve an existing recipient list,
1. Under Use an existing list, click BROWSE...
  The Select Data Source dialog box appears.
2. From the Look in pull-down list, locate and select the file you will use for your list
3. Click OPEN
  The Mail Merge Recipients dialog box appears.
Select which recipient(s) you want to include in your mail merge
NOTE: To edit the recipient information, refer to Working with the Recipient List.
Click OK
Click NEXT: ARRANGE YOUR ENVELOPE
Type text and add the appropriate fields to the envelope
When finished, click NEXT: PREVIEW YOUR ENVELOPES
A preview of your first envelope appears.
NOTE: For more information on editing the recipient information, refer to Working with the Recipient List.
HINT: To remove a recipient from the mail merge, under Make changes, click EXCLUDE THIS RECIPIENT.
Click NEXT: COMPLETE THE MERGE
To print the envelopes,
1. Under Merge, click PRINT...
  The Merge to Printer dialog box appears.
2. Make the appropriate selection
3. Click OK
  The Print dialog box appears.
4. To specify the feedsource,
  1. Click OPTIONS...
    The second Print dialog box appears.
  2. Make the appropriate selection
  3. Click OK
5. To specify the printer, in the Printer section, from the Name pull-down list, make the appropriate selection
6. Make any necessary adjustments.
  NOTE: For more information on printing, refer to Printing Options for Specific Pages.
7. Load the labels into the printer
8. Click OK
To make changes to the envelopes,
1. Under Merge, click EDIT INDIVIDUAL ENVELOPES...
  The Merge to New Document dialog box appears.
2. Make the appropriate selection
3. Click OK
  Make the appropriate changes in the new document that appears.
4. Save the document