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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.

  1. Open a blank Word document

  2. From the Mailings tab, in the Start Mail Merge group, click START MAIL MERGEStart Mail Merge button
    The Start Mail Merge sub-menu appears.

  3. Select Envelopes...
    Start Mail Merge button and menu

    The Envelope Options dialog box appears.

  4. Select the Envelope Options tab
    Envelope Options dialog box - Envelope Options tab

  5. From the Envelope size pull-down list, select your envelope size

  6. 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

  7. 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

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

  9. In the Start Mail Merge group, click SELECT RECIPIENTS » select Use Existing List...
    Select Recipients button and menu
    The Select Data Source dialog box appears.

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

  11. Click OPEN

  12. 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.

  13. 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
      Insert Merge Field button and menu

  14. 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.

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

  16. 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

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