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Microsoft Word 2008

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, which is used as the starting document for the merge. Using data from a table or external database, you can print that 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 would like more information, refer to Mail Merge: An Overview.

The process of creating mail merge envelopes is begun 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, and much more to suit the needs of your particular project.

  1. From the Tools menu, select Mail Merge Manager
    The Mail Merge Manager palette appears

  2. In the Select Document Type section, from the Create New pull-down menu, select Envelopes...
    The Envelope dialog box appears.
    Envelope dialog box

  3. To change the envelope size,
    1. Click CUSTOM...
    2. From the Envelope Size pull-down menu, select your envelope size

  4. Click OK

  5. OPTIONAL: To format the typeface for the delivery address
    1. In the Delivery Address section, click FONT...
      The Font dialog box appears.
    2. Make the desired formatting changes for the delivery address
    3. Click OK

  6. OPTIONAL: To format the typeface for the return address
    1. In the Return Address section, click FONT...
      The Font dialog box appears.
    2. Make the desired formatting changes for the delivery address
    3. Click OK

  7. Click OK
    Your document is formatted to the proper specifications.

  8. In the Select Recipients List section, from the Get List pull-down menu, select Open Data Source...
    The Choose a Data file dialog box opens

  9. Navigate to and select the appropriate file

  10. Click OPEN

  11. In the Insert Placeholders section, select the Contacts tab

  12. Click and drag the desired fields to the appropriate location in your document

  13. In the Preview Results section, click VIEW MERGED DATAView Merged Data button

  14. OPTIONAL: To preview your document with other recipients' information, in the Preview Results section, click the arrows

  15. To finish and print letters
    1. In the Complete Merge section, from the pull-down menu, select the appropriate option to designate which records to finish
    2. Click MERGE TO PRINTERMerge to Printer button
      OR
      Click MERGE TO NEW DOCUMENTMerge to Document button

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