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About this lesson
Merge mailing lists to print directly onto envelopes.
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Exercise files
Download the ‘before’ and ‘after’ Word documents from the video tutorial and try the lesson yourself.
Mail Merge to Envelopes.docx163 KB Mail Merge to Envelopes - Solution.docx
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Quick reference
Mail Merge to Envelopes
Merge mailing lists to print directly onto envelopes.
When to use
Manually entering data into multiple form letters is tedious and rampant with errors. If you have a mailing list already established, you can easily merge the data to an MS Word document.
Instructions
- Begin with a blank document
- Click Mailings,
,
Start mail Merge - Click
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
- If you Type a new list, click Create
- 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 simply cut and paste the Address block into the proper section of the envelope.
- Notice the new field
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: Remove Space Before Paragraph
- Select all (Ctrl + A), click the HOME ribbon, Paragraph group, Line Spacing button, and choose: Remove Space Before Paragraph
- 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.
- 00:04 Welcome to mail merge directly to envelopes,
- 00:07 which will save you the cost of the labels.
- 00:10 So if I click on the Mailings right over here,
- 00:12 I do have envelopes where i would print them individually.
- 00:15 But I'd like to start a mail merge so
- 00:17 I can print a bunch of envelopes at the same time to different addresses.
- 00:21 So the step-by-step Mail Merge Wizard shows up on the right hand side and
- 00:27 I wanna choose Envelopes right here.
- 00:29 And all's you have to remember to do is keep your eye on this panel and
- 00:33 just follow along the entire length and just follow the instructions.
- 00:37 I'm gonna go ahead and start my document and it wants to know, change document or
- 00:41 start from existing.
- 00:41 I want to change my document.
- 00:43 I want to check out my Envelope Options which allows me to choose size 10,
- 00:48 any other envelope I want.
- 00:50 I can even change my fonts right here.
- 00:52 I'm gonna hit OK to that, and OK.
- 00:55 It's gonna wipe out what's on my screen and
- 00:56 give me just a blank envelope document.
- 00:58 It's assuming this is an address from the database it's about to select.
- 01:03 I can Select Recipients or I can, I guess I have to do that next,
- 01:07 Select Recipients, okay.
- 01:09 Use an existing list, select from Outlook contacts, because it will look at your
- 01:13 Outlook if you use it, Microsoft products will talk to each other.
- 01:16 I can type a brand-new list.
- 01:17 Well, I choose to use an existing list that I used in the previous lesson.
- 01:21 I'll hit Browse.
- 01:23 We'll make sure that this is the one I want and it is.
- 01:26 Hit OK.
- 01:28 It allows me to uncheck anyone I don't want.
- 01:31 I can sort and filter any of these.
- 01:33 I'll hit OK.
- 01:34 And now it wants me to arrange my envelope.
- 01:37 Okay, we'll go ahead and arrange it.
- 01:39 So now I'm gonna go ahead and activate this section right here.
- 01:42 Because I don't want this address in here.
- 01:45 What I want instead is the Address Block.
- 01:47 The Address Block is going look like this.
- 01:49 I'm gonna hit OK.
- 01:51 And now I just simply have to move that address block down
- 01:54 to the center of the envelope.
- 01:56 So as soon as I click that and just kinda arrange it right over in the right spot,
- 02:02 okay, so my address block shows up there.
- 02:04 And now keep in mind, at this point, it's kinda small, I can change my font sizes.
- 02:09 And just remember, please don't get rid of those chevrons
- 02:13 on that code because that will break your mail merge, okay?
- 02:16 So I'm gonna go ahead and scroll down here.
- 02:19 I'm gonna Preview Envelopes.
- 02:20 When we preview of the results, what we have on our screen is, let's see,
- 02:25 this is the very first one, person it's going to go to.
- 02:29 I can preview Recipient 1, 2, 3.
- 02:32 Look at my screen, they are changing.
- 02:33 You also have these same options right up here on the Mailings toolbar.
- 02:38 Two, three, and I can go back two or three.
- 02:41 And now, what I'm gonna do is go ahead and scroll down on the right-hand panel, and
- 02:45 complete the merge.
- 02:46 Okay, we are ready to print,
- 02:48 which means it's gonna shoot these envelopes directly to the printer.
- 02:51 So you'd better be ready to feed those envelopes in.
- 02:54 Or we can edit the envelopes, which gives me one last chance to make any changes.
- 02:59 I'm gonna go ahead and hit Print.
- 03:00 I would print them all.
- 03:02 Hit OK.
- 03:03 And there it is, going off to my printer.
- 03:05 All right, it's that simple to mail merge a bunch of addresses to a set
- 03:09 of envelopes.
- 03:10 Thank you.
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