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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.

  1. Open a blank Word document

  2. From the Tools menu, select Data Merge Manager
    The Data Merge Manager appears.

  3. In the Main Document section, from the Create pull-down list, select Envelopes...
    The Envelope dialog box appears.

  4. 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

  5. In the Printing Options section, click PAGE SETUP...
    The Page Setup dialog box appears.

  6. From the Paper Size pull-down list, select the envelope size
    HINT: #10 Envelope is the most common.

  7. Click OK
    You are returned to the Envelope dialog box.

  8. Click OK
    The sample envelope appears.

  9. 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.

  10. From the Where pull-down list, locate and select the file you will use for your list

  11. Click OPEN

  12. 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

  13. To preview your merged document, from the Data Merge Manager, in the Preview section, click VIEW MERGED DATAView Merged Data button
    A preview of your first recipient appears.
    NOTE: For more information on editing the recipients' information, refer to Working with the Data Source.

  14. To print the envelopes, from the Data Merge Manager, in the Merge section,
    1. Click MERGE TO PRINTERMerge to Printer button
      The Print dialog box appears.
    2. Make the appropriate selections
    3. Click PRINT

  15. To save the merged envelopes as a separate file, from the Data Merge Manager, in the Merge section,
    1. Click MERGE TO NEW DOCUMENTMerge to New Document button
      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

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