Microsoft Word 2007

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.

Open a blank Word document
From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGE
The Start Mail Merge sub-menu appears.
Select Envelopes...

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 typeface for 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 typeface for 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
Your document is formatted to the proper specifications.
In the Start Mail Merge group, click SELECT RECIPIENTS » select Use Existing List...

The Select Data Source dialog box appears.
From the Look in pull-down list, locate and select the file you will use for your list
Click OPEN
To select the recipient(s) you want to include in your mail merge,
1. In the Start Mail Merge group, click EDIT RECIPIENT LIST
2. Select the recipients
  NOTE: A recipient is selected if the checkbox beside their entry is selected.
3. Click OK
  NOTE: To edit the recipient information, refer to Working with the Recipients List.
To insert merge fields,
1. Position the insertion point at the proper place in your document
2. In the Write & Insert Fields group, click INSERT MERGE FIELD » select the desired field
When finished, click PREVIEW RESULTS
A preview of your first recipient's envelope appears.
NOTE: For more information on editing the recipient information, refer to Working with the Recipients List.
OPTIONAL: To preview your document with other recipients' information, in the Preview Results section, click the arrows
To print the envelopes,
1. Under Merge, click PRINT...
  The Merge to Printer dialog box appears.
2. To print envelopes for all of your records, select All
  To print an envelope for only the record displayed, select Current record
  To print envelopes for only certain records, enter a range in the text boxes
3. Click OK
  The Print dialog box appears.
4. Make any necessary adjustments.
  NOTE: For more information on printing, refer to Printing Options for Specific Pages.
5. Load the labels into the printer
6. Click OK
To make changes to the envelopes,
1. Click FINISH & MERGE » select Edit Individual Documents...
  The Merge to New Document dialog box appears.
2. Make the appropriate selection
3. Click OK
4. Make the appropriate changes in the new document that appears
5. Save the documents