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About this lesson

Merge mailing lists to print directly onto envelopes.

Lesson versions

Multiple versions of this lesson are available, choose the appropriate version for you:

2013, 2016, 2019/365.

Exercise files

Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.

Mail Merge to Envelopes.docx
124.8 KB Mail Merge to Envelopes - Solution.docx
12.1 KB

Quick reference

Mail Merge to Envelopes

Merge mailing lists onto envelopes with one 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 Mailings, 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 which step you are currently on.

Step 1: Select Document Type and choose “Envelopes”, then click Next at the bottom.

Step 2: Select Starting Document and choose “Change document layout”, and click Envelope options.

  • 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.

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.

Step 4: Arrange your envelope

  • On the Mail Merge pane, click Address Book, 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 simply cut and paste the Address block into the proper section of the envelope.

  It is vital that you do not erase or delete the chevron marks on the field. They are codes.

  • Type a return address if desired.

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:

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 We're going to do a Mail Merge to Envelopes.
  • 00:07 There was a previous video that had Mail Merge to Labels.
  • 00:10 I hope you watched it because now when you do this one you're
  • 00:13 going to see much of it is very similar.
  • 00:15 So on my Mailings Ribbon we've got our Start Mail Merge.
  • 00:19 Now, if I'm really good at this I can just hit Envelopes and go from there but I
  • 00:23 really do like the step-by-step Mail Merge Wizard, so I am going to select this one.
  • 00:28 When I click that, of course, my task pane on the right-hand side,
  • 00:33 and it looks pretty small.
  • 00:35 I want to double-click and collapse my Mailings ribbon, but I'm gonna leave it
  • 00:40 open this time 'cause I want you to see how these Buttons light up as we're working.
  • 00:44 They're kind of helpful, I do want to Mail Merge to Envelopes, so
  • 00:48 I'm just gonna read this entire thing, scroll down, make sure and, yes,
  • 00:53 my next step is Step 1 of 6, start my next document.
  • 00:56 Do I want to change my document layout or start from an existing?
  • 00:59 Well, I absolutely wanna change the document layout to Envelope options.
  • 01:03 So I'm gonna click on Envelope options just to see what my options are.
  • 01:07 That opens up and I can change what size of envelope I want.
  • 01:10 I'm gonna stay with the standard business size which is size 10.
  • 01:13 I can change my fonts and I'm gonna go ahead and hit OK and
  • 01:17 my entire screen is about to change and there it is.
  • 01:21 Now it's looking at the previous list I used and that's fine,
  • 01:25 it can look at that, but my next step now is Next: Select recipients.
  • 01:30 I'll click that, don't wanna use an existing, do I wanna select
  • 01:33 from Outlook contacts, 'cause Microsoft Word and Outlook will talk to each other.
  • 01:37 Do I wanna type a brand new list?
  • 01:38 No, I wanna use an existing one that I created in the previous lesson.
  • 01:41 Well I'm gonna click Browse and make sure it's in the right section.
  • 01:44 So hit browse and there it is, that is the one I made previously and
  • 01:49 I'll go ahead and hit Open.
  • 01:50 When this opens, it's showing that I can uncheck anyone I don't wanna send this to,
  • 01:55 I can sort these, filter these by zip code, by city, by state.
  • 01:59 I can find duplicates and remove them, find a certain recipient.
  • 02:03 I just want you to make sure you can click on all these links.
  • 02:05 Depending on how long your list is,
  • 02:07 you might wanna go through and filter some out.
  • 02:10 I'll go ahead and click OK on that, and a couple things happened.
  • 02:15 First of all, my entire ribbon just lit up all of a sudden.
  • 02:19 Those button were gray a moment ago, now they're all lit up.
  • 02:22 Here, Arrange your envelope.
  • 02:23 We'll just go through the process I haven't finished the process.
  • 02:26 All right, Address Block, when you click in here, this is a default envelope field.
  • 02:31 I'm gonna get rid of it entirely, I'm just gonna get rid of it.
  • 02:33 I'm just gonna click on the edge and hit Delete.
  • 02:36 I want to use the Address Block, it's just handy and plus, it's just one line.
  • 02:41 So if I'm okay with all of this, I'll just hit OK,
  • 02:43 there we go that one line address block, but I'm going to move that thing.
  • 02:47 So I'm going to cut that Ctrl+X to cut that,
  • 02:50 double-click in the middle of my envelope and paste that.
  • 02:54 Now even though I pasted it,
  • 02:55 it landed on the left hand side wanted it to land in the middle.
  • 02:58 That's okay, I'll grab this Indent button right here on my ruler and
  • 03:02 I'll move it over.
  • 03:03 And there we go, and it didn't work so I wanna do it again, and
  • 03:07 all right, it happens.
  • 03:09 All right, there, it's all moved over.
  • 03:11 So there's my Address block, I'm gonna preview my envelopes, there we go.
  • 03:16 And now upon the ribbon, I can go back to number 1, number 2, number 3,
  • 03:20 if they all look up here, that's fine.
  • 03:22 Actually, I think my fonts is a little small, I'll like to increase my fonts.
  • 03:25 So am going to select, it look like it was selected but it wasn't.
  • 03:28 So if I right click and drag select this, and
  • 03:31 then am going to increase the font size, there we go, size 14.
  • 03:35 That looks better, now I'm going to come down here again and Complete the merge.
  • 03:41 When I hit Complete the merge It's giving me the option to print or
  • 03:45 edit individual envelopes.
  • 03:47 So if you hit Print, here's hoping that you have a bunch of envelopes ready to
  • 03:51 load into your printer or they're already pre stacked in there.
  • 03:54 I always like to edit the individual envelopes one last time,
  • 03:58 just give yourself one last chance, to look at each individual envelope and
  • 04:02 make sure everything is lined up the way it's supposed to be.
  • 04:06 So now what I've got here is a document full of envelopes, and
  • 04:09 it just allows me one last chance to make sure everything's fine.
  • 04:13 All right, that's it for
  • 04:14 the lesson, when we're all done with that we simply scroll to the bottom.
  • 04:18 And well I guess we are finished because I have that other document open.
  • 04:22 So I am finished with it, I just need, here we go, to save as and
  • 04:28 to hit Print and we're finished with our Envelope Mail Merge.

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