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Merge mailing lists to print directly onto envelopes.

Quick reference

Mail Merge to Envelopes

Merge mailing lists onto envelopes with this time-saving process.

When to use

Directly printing to envelopes is preferable over sticking on labels that can occasionally be placed crooked. If you have a mailing list established, you can easily merge the data onto envelopes.

Instructions

  • Begin with a blank document
  • Click on the Mailings ribbon, then Start Mail Merge
  • Click Step-by-Step Mail Merge Wizard...

     The Mail Merge Wizard pane appears on the right side of the screen. 
     Notice the bottom of the pane where it identifies your current step.

  1. STEP 1: Select Document Type and choose “Envelopes”, then click Next at the bottom
  2. STEP 2: Select Starting Document and choose “Change document layout”, and click
    • Select the envelope size to match your purchased envelopes, click OK
    • You should see an envelope template on your screen, then click Next at the bottom
  3. STEP 3: Select Recipients asks you where your list is. Choose one option: Use existing, Select from Outlook, Type a new list
    • If you Type a new list, click CREATE, enter the data, click OK and SAVE the file.
    • If you “Use an existing list”, click Browse, find the file and click OPEN
    • The Mail Merge Recipients box opens, and notice the options to sort and filter, or select only certain records.
    • Click OK
    • Click Next at the bottom
  4.  STEP 4: Arrange your envelope;
    On the Mail Merge pane, click Address block; make your choices in the dialogue box and click OK
    • Notice the new field possibly appeared in the upper left corner of the envelope
    • Turn on the show/hide codes and cut and paste the Address block into the proper section of the envelope.
    • Type a return address if desired.

     It is VITAL that you do not erase or delete the chevron marks on the field. They are codes that enable the fields to work.

  1. STEP 5: Preview your envelopes; If you don’t like the line spacing or fonts, now is the time to change them.
    • Select all (Ctrl + A), click the HOME ribbon, Paragraph group, Line Spacing button, and choose:
  2. STEP 6: Complete the merge allows you to either Print or Edit the individual envelopes.
         It is recommended to Edit the envelopes because it gives one last chance to preview and/or change each individual envelope.
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  • 00:04 This lesson will be mail merging to envelopes.
  • 00:07 Now, in a previous lesson, we did a very similar process, we mail merged to labels.
  • 00:11 And we will be using that same list that we created earlier,
  • 00:15 which will shorten our process here.
  • 00:17 Let's go ahead and take a look at the Mailings ribbon at the top.
  • 00:21 And over on the left-hand side, the Start Mail Merge, and I'm going to go ahead and
  • 00:25 use that Step-by-Step Mail Merge Wizard.
  • 00:27 It shows up on the right-hand side, and
  • 00:30 notice that I have a bunch of buttons up on top that are gray, but
  • 00:34 in just a couple steps those will begin lighting up so I can use those as well.
  • 00:38 Let's go ahead and activate the Envelopes document type.
  • 00:42 Come down to the bottom and click Next Starting document.
  • 00:46 It wants to know if we want to change the document layout and so
  • 00:48 we can take a look at the envelope options.
  • 00:50 When I click that, this is where I choose my envelope style, envelope size,
  • 00:55 and I can adjust any fonts that I'd like as well.
  • 00:58 I'll go ahead and click okay.
  • 01:01 And it's going to delete everything on my screen.
  • 01:03 I expected that, that's fine.
  • 01:04 Now we have it.
  • 01:05 Now notice, I do have a header up here on the envelope.
  • 01:09 Now if I have pre-printed envelopes with a header, I certainly wouldn't print it
  • 01:13 again, but in this case I'll just move it over to the left.
  • 01:15 What you're seeing here is an address,
  • 01:18 because it is linked to the previous set that I used.
  • 01:21 I'm going to go ahead and click on this entire box, it's just a text box,
  • 01:26 and I'm going to delete that.
  • 01:28 My next option is to Select recipients.
  • 01:32 In here, Use an existing list or my Outlook list or type in new one.
  • 01:35 Well, we already typed a new one in our previous lesson, so
  • 01:39 I'm just going to browse to go find that list.
  • 01:42 It'll open up to its own Microsoft database section under Data Sources, so
  • 01:47 I'll go ahead and click that mail merge, and open.
  • 01:50 When this screen opens up, you can confirm that yes,
  • 01:53 sure enough those are the same names as last time.
  • 01:57 And please note for some reason Microsoft is collapsing these fields.
  • 02:02 It's okay, in the future they will fix it.
  • 02:04 But right now I do need to stretch them just to read them.
  • 02:08 If I like to Sort, Filter, remove duplicates, find a certain person, or
  • 02:12 validate addresses, I can click any of these.
  • 02:15 I can also uncheck any of these that I don't want to mail to, or
  • 02:19 activate them all.
  • 02:20 Click in OK.
  • 02:22 Even though I selected the list, I still have to place them on the envelope.
  • 02:27 Well, that is the next button at the bottom, Arrange your envelope.
  • 02:31 Take a look at the top Mailings ribbon, all of a sudden these buttons have lit up.
  • 02:36 Now I can revert and just begin to use these.
  • 02:38 I'm going to stay with the Mail Merge panel on the right hand side.
  • 02:41 But I just want you to know when I hit Address Block here,
  • 02:44 I could just as very well hit Address Block over here.
  • 02:47 Well, where do I want my address block to be placed?
  • 02:49 So I'm going to go ahead and hit enter a couple times.
  • 02:54 And I'm going to come up to my ruler and push this over to four inches.
  • 02:59 That insertion point is where I want my address block to land.
  • 03:04 I can make this as formal or as casual as I want.
  • 03:06 I do like how it looks here.
  • 03:08 I'll go ahead and click OK, and there's the address block.
  • 03:12 The next step is to preview the envelopes.
  • 03:15 Notice that up on top I have the Preview Results button lit up.
  • 03:19 I can turn it off and turn it on, but take a look at that navigation panel.
  • 03:24 This is not my final document because I had three addresses I should have three
  • 03:28 envelopes.
  • 03:28 This is just the merge document, so I'm not done.
  • 03:32 I can toggle through and look at each name in the list.
  • 03:37 All right, let's go ahead and complete this merge.
  • 03:41 Do I want to send the straight to the printer?
  • 03:43 Well, if you've got envelopes loaded up and you're ready to go, you can.
  • 03:47 But I always like to create one last document with all the envelopes, so
  • 03:52 I can just make sure and check one final time.
  • 03:55 Go ahead and click OK, and now we have a brand new document.
  • 03:59 Notice on the navigation pane, three individual envelopes.
  • 04:03 Click each one, confirm, make any formatting
  • 04:08 adjustments I need, and now I can safely send to
  • 04:13 the printer knowing exactly how many will print.

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