Mail Merge to Envelopes

Quick reference

• 00:05 Microsoft Word is a great program to use when you have a long list of addresses
• 00:09 that you need mail merge onto envelopes.
• 00:12 That's why they call it a mail merge, cuz you take mailing addresses and
• 00:15 put them on envelopes, or labels, or form letters.
• 00:18 It all begins with the Mailing button on the very top of your screen and
• 00:21 then the Start Mail Merge.
• 00:23 But just a heads-up real quick.
• 00:24 When I start this process, everything on this screen is going to vanish.
• 00:28 And so I do want to show you at the bottom of this document, the exercise file,
• 00:32 are some practice addresses.
• 00:34 Now, if you did not do the previous lesson, you don't have your exercise file.
• 00:38 Your address is already established and so these are the ones you should probably
• 00:42 practice with, unless you do have an existing list you'd rather use.
• 00:47 But in the meantime, just so
• 00:48 you know, there are practice addresses right there on the exercise file.
• 00:51 I'm going to go ahead and click over to a blank document right now.
• 00:54 Let's go ahead and start the process.
• 00:56 I'm going to click on the mailings ribbon at the top.
• 00:59 And the start mail merge button over on the left.
• 01:01 Now if I choose envelopes right now it's gonna expect me to know the process and
• 01:05 go through all the buttons on my ribbon.
• 01:07 Instead, I'm going to use this step by step mail merge wizard.
• 01:11 When that opens up, make sure to read from the top to the bottom,
• 01:15 cuz at the bottom, there's your next step.
• 01:17 But before we go further, let's make sure we choose envelopes,
• 01:20 cuz we want to tell it to point to the right document style.
• 01:23 All right.
• 01:24 So I clicked envelopes, and I'm going to go ahead and start this document.
• 01:27 Wants to know, use the current document, change document layout, or
• 01:31 start from an existing.
• 01:32 That's fine.
• 01:33 Using, changing document layout of the document I have open is fine.
• 01:37 I'll go ahead and click envelope, options now I can choose what style envelope,
• 01:42 or size envelope.
• 01:43 I can even change the font styles for my return address and my delivery address.
• 01:48 So I'll go ahead and click okay to that.
• 01:49 Now you can see I have a picture of an envelope on my screen.
• 01:54 So down at the bottom, select recipients is my next step.
• 01:57 I'll go ahead and click that.
• 01:58 Now I can use an existing list.
• 02:01 Select from Outlook contacts, yes.
• 02:03 Microsoft products talk to each other, so Word will look into
• 02:08 an Outlook contact file and deliver those addresses for you, or type a new list.
• 02:12 Now if you haven't already established a list.
• 02:15 You're gonna click type in a list, you're gonna click create, right here,
• 02:18 and you're gonna enter in the addresses from the exercise file, one at a time,
• 02:22 but there's only three so it won't take you long.
• 02:25 On the other hand, if you do have an existing list, you're going to go ahead
• 02:28 and choose existing list, and go ahead and click on browse.
• 02:33 The Browse File opens up and at the top it says My Documents,
• 02:37 My Data Sources, you may not even known that you had data sources, but
• 02:41 you do, and look at these two weird files.
• 02:44 They're always there, don't let it scare you away, just ignore all of this, come
• 02:50 back over to your left hand panel, and dig in there and find your existing file.
• 02:56 When that opens, you'll see your list of already typed addresses, and
• 03:00 you could uncheck any of these.
• 03:02 And notice down below, you could sort these by name or by city.
• 03:06 You could filter by zip code or by city.
• 03:09 You could find a particular recipient and just mail to that person, so
• 03:13 just so you know you have options in here, but I'm going to go ahead and
• 03:16 click okay, and now over on the right hand side, we're using an existing list.
• 03:21 It sees the list, and now my next step, is a range or envelope.
• 03:25 When you click that, it's going to ask you do you want to use address block?
• 03:29 Yes, cuz it's easiest.
• 03:31 I love the address block.
• 03:32 Or any of these other options.
• 03:34 I'm going to go ahead and click on address block,
• 03:37 and it's asking me, is this how you want it to look?
• 03:39 Yes it is.
• 03:40 I'll go ahead and hit okay here.
• 03:42 And now, it put the address block right up here in my return address section.
• 03:46 That's not what I meant at all.
• 03:48 Well, let's show you something that's going on with this screen.
• 03:51 When you, I'm gonna go ahead and
• 03:53 go to my home ribbon and I'm gonna turn on my show hide codes.
• 03:56 When this comes on you can see that there's
• 03:59 a hard return right here in the center of the page and one right up here.
• 04:03 So I'm going to click into this area and
• 04:05 this little block, a little outline of block.
• 04:09 That's where the address block is supposed to go, so I might have to go ahead and
• 04:13 select this address block, cut it, control x, and paste it right here.
• 04:19 So, again, now notice on this address block, there's little arrows on the side.
• 04:25 These are called chevrons.
• 04:26 It's actually code for fields.
• 04:28 And the field basically contains the address block and
• 04:31 that's where the address will go.
• 04:34 So let's go ahead now we moved it from the top and
• 04:37 pasted it right here into this block.
• 04:39 Now if I want my return address to go up here.
• 04:42 I'm gonna go ahead and type it and city, state, zip.
• 04:46 I would type my return address and it's gonna show up in every single envelope
• 04:50 it's gonna show up in that same spot.
• 04:52 Maybe in pre-printed envelopes you don't need to do that at all.
• 04:56 But we'll go ahead and move forward with this.
• 04:58 Now go ahead and take a look Wizard says preview your envelopes.
• 05:02 I'm gonna go ahead and click next, and there it is looks just fine.
• 05:05 Now it's gonna let me go to the next recipient and the next recipient.
• 05:10 Notice each one of them changes as I go back and forth.
• 05:13 So I' am pretty confident they're gonna show up just fine.
• 05:16 Now, we're not done cuz notice step five of six says complete the merge.
• 05:22 And I can print these and get those envelopes into your printer, or
• 05:27 I can edit the individual envelopes.
• 05:29 Which is going to allow me one last chance to change anything at all.
• 05:33 Now I have one document with multiple envelopes.
• 05:36 Go ahead and load those envelopes, hit print and
• 05:38 you are done with your mail merge to envelopes.
• 05:42 Okay.
• 05:42 That simple.
• 05:43 A little cumbersome but better than hand typing them.

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