How To Use Word's Mail Merge To Print Envelopes Video
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Open Microsoft Word - Blank Document
Click Tools > Mail Merge Manager. (Some Older MS versions will be Click Tools/Letters and Mailings/Mail Merge)
The Mail Merge wizard opens, guiding you through the rest of the process.
Step 1 Select Envelopes As The Document Type
Continue by clicking "Next: Starting document."
Step 2 Set Up Your Envelopes
Choose "Change document layout." Under that, click on Envelope options. Under envelope size, choose the size of your envelope.If your envelope size is not listed, enter a custom size in inches. Choose your desired fonts for the delivery address and the return address. Click Next: Select Recipients
Step 3 Select Recipients
From a file or from your Outlook contacts, or you can type in your recipients one at a time within Word. To type in your recipients, click "Type a new list." Under "Type the names and addresses of recipients," click "Create." You can then create a new entry for each of your recipients. When you are finished typing in your recipients, you will be prompted to save it to a file.
If you already have a list of your recipients in a database, for example, an Excel file, you can select that by first clicking "Use an existing list" then "Browse." Then navigate to the location of your database file.
Once your recipients are in order, you can move on, click Next: Arrange your envelope.
Step 4 Set Up A Template For Your Envelope
You can replace the sample return address in the upper left corner with your return address. Then click
Address Block. A dialog box will appear where you can customize the way your addresses will be printed on your envelopes. When you have settled on a style, click
OK. You will see that the "Address Block" code is now in your template. Using the enter key, bring the Address Block to the middle of your envelope, and then center it by clicking the center alignment button in Word's toolbar.
When you are happy with your template, click Next: Preview your envelopes
Step 5 Preview Text On Your Envelopes
You can click the left and right buttons to move through your recipients and make sure all of their addresses will be correctly printed. You can also edit your recipient list and exclude specific recipients for this printing session. Once you are satisfied, click Next: Complete the merge.
Step 6 Test Print An Envelope
Print one envelope as a test. Insert one of your envelopes into your printer, or if you'd rather not waste a fine envelope for a test run, insert a piece of paper or card stock that you've cut to size to match the dimensions of your envelope.
Step 7 Click Print
Print dialog box will appear. Select your printer from the drop down list
Step 8 Click Properties
This will bring up your printer's driver where you will need to communicate to the printer that you are printing on an envelope.
Step 9 Go To Page Setup
Enter the dimensions of your envelope in inches. Your printer's print driver layout will vary, so just poke around and try to find the place for customizing the dimensions of your document (envelope).
Step 10 Ready To Print
Go ahead and send that test through. If your return address and recipient's address is positioned correctly on your envelope, you can go ahead and print the entire list.
Recommendation - 20 Envelopes At A Time
We recommend only placing 20 envelopes in your printer at one time. When one batch of 20 envelopes print, your printer will pause so you can load more.
Wedding Envelopes: Lined, Double, Single - How To Choose?
Many of our customers know exactly what envelopes they want to purchase for their wedding, but others need clarity on their options. Does one follow the tradition of double envelopes? Is a single lined envelope acceptable? What about breaking from tradition and choosing a single unlined envelope?
It's important to understand wedding envelope traditions, but ultimately, the ones getting married should make the decision based on practicality and their aesthetic preferences.
Double Envelopes
Two envelopes--an inner and an outer--are used. The outer envelope protects against the rigors of postal travel. In his article, Wedding Invitation Traditions Part 2 - Double Envelopes, Will Collins adds,
You can affix stamps to and print the mailing and return addresses on the outer envelope, and avoid marring the more personal inner envelope.
The inner envelope is available in a variety of lining colors or can be unlined. It is always ungummed and left unsealed. It should include the invited guests names, often less formally worded. The invitation and any response card, response envelopes, etc., are placed into the inner envelope. The inner envelope (with contents) is then placed into the outer envelope.
Single Lined Envelopes
If one would like the look of a traditional wedding envelope, but for whatever reason, prefers not to use double envelopes, a good choice is a single lined envelope. An envelope with a lining color that is complimentary to the invitation or wedding colors adds formality and can cost less than double lined envelopes.
Single Envelopes
Sometimes, the concern for tradition should be pushed aside in favor of personal preference. Even with single unlined envelopes, one can still achieve an elegant look by choosing an envelope in a complimentary color or a certain texture.
Ultimately, among the three main envelope looks, there is no right or wrong direction, but it's important to consider the traditions and decide which presentation is right for your special day.
Recommended Link:
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Addressing Your Wedding Invitation Envelopes: Traditional Guidelines and Helpful Tips
You have assembled the perfect wedding invitation. From the overall appearance, to the specific color scheme, to the precisely chosen wording, it is just what you were after to create the mood for your event and stir your guests' anticipation. Now, all that is left to do is address your envelopes and send them on their way! After all of your hard work, you want to be certain this final step is done properly, and that your invitations arrive at your guests' doorstep looking as beautiful as they did leaving yours. Like many people, though you may have the basics of wedding envelope etiquette down, you still may have a few lingering questions, and a few new tricks you may wish to learn.
The first step in addressing your wedding envelopes is of course to go through your guest list and determine how to properly address each guest or pairs of guests. Where a typical Mr. and Mrs. Joe Smith is an easy one, how do you go about addressing the doctor and the judge who are a couple, yet do not live together? What about the freshman in college who still lives with his parents; should he get his own invitation, or be included in his parents'? Scenarios such as this may make envelope addressing complicated, which is when traditional etiquette guidelines may come in handy. The following chart contains these traditional guidelines.
Click to View Traditional Guidelines Chart
Here are a few additional wedding envelope tips to keep in mind:
- The previous chart contains traditional guidelines. Of course, you may address your envelopes to fit the style of your wedding, or in a way that feels comfortable to you.
- You would not want any of your beautiful, perfectly addressed invitations returned to you covered in postage markings. Be sure that your invitations have the correct addresses and amount of postage on them. Remember, invitations of unique sizes or weights may require extra postage. Consider bringing one complete invitation to your local post office to determine how much postage will be necessary.
- You may also consider requesting that your invitations are hand canceled at the post office with a stamp, rather than being run though a machine. This will eliminate ink smudging and unsightly black marks. Most post offices do not have a problem with this request.
- Last, be sure to mail your invitations six to eight weeks before your wedding day. This will allow for adequate delivery and response time.
Recommended Links:
Wedding Envelopes: Lined, Double, Single - How To Choose?
Should I have my invitations hand canceled?
After you spend time creating your own invitations, you want to ensure they arrive at your guests homes looking as great as they did leaving yours. So how do you guarantee your invitations will arrive in great condition? Next to hand delivery, your best bet for protecting your invitations against the potential rigors of mailing - marking, bending, and tearing - is to request that your invitations are hand canceled.
What does "hand cancel" mean?
Cancellation refers to the markings that the postal service puts on stamped mail to prevent the stamps from being re-used; in current times, this marking is typically created by automated high speed machinery, and most often is a large, red, rectangular stamp. While these machines are quick and convenient, mail that goes through them run the risk of being bent, marked up, and even torn - risks you do not want to take with formal invitations.
Hand canceling, as the names implies, means that each invitation will be post marked by hand, not machinery, thus eliminating the aforementioned risk factors - and the aforementioned unattractive red stamp.
How do I get my invitations hand canceled?
After completing your invitations, bring your finished ensemble into your local post office and simply request that they are hand canceled. Most (not all) post offices will have no problem with this, as it is common practice with formal mail. Depending on your local branch, be prepared to be asked to stamp your own invitations, or told that they can be hand canceled on another day.
Additional tips for safe invitation arrival
Always check with your local post office about the cost of postage prior to mailing. Keep in mind that square invitation envelopes will cost more to send, and mail that weighs over one ounce will also have a surcharge. So check fist and eliminate the Return to Sender stamped across your invitation envelopes.
Consider sending a test invitation to yourself and/or a friend or relative who lives far away. Simply bring a finished ensemble to the post office, determine the appropriate postage, request that it is hand canceled, and see how it arrives. Of course if it arrives safely and free or markings, bends, or tears, you can feel more confident in sending the rest out to your guests.
Can I print addresses on my envelopes or should I hand write them?
Our goal is to help you create affordable, professional looking invitations using your home computer and printer. To help you achieve this goal, we offer products that are designed to be printed by you; each accompanied by free printing instructions, a product specific Word template, and helpful customer service. If you wish to print on your envelopes, we will help you every step of the way - making hand writing or calligraphy on your envelopes a choice, not a necessity.
Printing Note - Envelope finish & texture may affect printing
Please note that various textures and finishes found on envelopes may not be compatible with your laser or inkjet printer. For example, if you are printing on heavily textured envelopes you will get the best results with an inkjet printer, where a laser printer will produce the best results on envelopes with a metallic finish.
If you do not have the proper equipment to print on the envelopes you have chosen, you may not be able to achieve the crisp, professional appearance you are after. For best results, please view the printer recommendations found below your envelope's image. We also recommend you consult your printer's documentation, as well as order a sample envelope to run a trial print on. This way you can determine whether your printer will work with the envelope you have chosen.
How do I load envelopes into my printer?
Check Your Printer Manual.
The first stop should be your printer manual. Find the section on printing envelopes and follow your manufacturer's instructions.
Envelope Printing Requires Testing.
Printing envelopes on a particular printer always requires testing. What might be the best loading technique for one printer model might not be best for another. Plan to print several tests before you find the perfect loading technique for your printer.
A few quick points: You do not need to open the envelope flap before printing. Keeping the flap closed will help the envelope to run through the printer smoothly, and will have less of a chance of getting caught. Keep in mind that lined envelopes may be too thick for certain printers. The best practice is to order a sample envelope to test it on your printer.
Envelope Face Up Or Face Down?
If you are printing addresses on the front of the envelope, load the envelope front side up. If you are printing on the envelope flap, load the envelope flap side down.
Envelope Orientation In The Printer: Left, Right Or Bottom?
In our testing, we have found that turning the envelope on its side--with the flap on the left side--is the best loading scenario for printing success. Since the envelope is rotated 90 degrees, both the document template and the printer driver orientation setting should be set to Landscape as opposed to the typical Portrait orientation. Otherwise, the text will not be properly oriented on the envelope.
If the flap on the left doesn't work with your printer, try to load the envelope with the flap feeding directly into the printer. If your printer is a front loading model, the flap would be on top.
If your printer is a top loading model, the flap would be at the bottom
Quick Tip To Avoid Wasting Envelopes
Within the document template, change your ink color to a very light shade of gray. By slightly darkening the ink color with every envelope test print, you can run the same envelope through the printer several times.
How many envelopes should I load at once?
Some printers can print 10 or 20 envelopes loaded into the paper tray at a time, while others can only print one at a time. Check you printer's manual and test to find the best method.
Must the inner envelope be lined?
When using two envelopes, there is no etiquette rule that dictates that you have to line your inner envelope. However liners do add elegance as well as help to color coordinate your invitation package therefore many people choose to have their inner envelope lined.
Can colored envelopes be mailed?
Not only can
colored envelopes be mailed as easily as a traditional envelope they are a great way to help your pieces stand out from other mailings. When choosing to use a colored envelope for your project, you need to keep in mind addressing it in a way that both your recipient and the postal service can read. Here are a few options on how to address darker envelope papers.
- use labels
- colored gel pens
- metallic pens
If you are having your invitations professionally printed, you should discuss print color options with your printer or calligrapher in advance
Should the envelope flaps be opened before printing?
When printing your own envelopes, you do not need to open the flap before printing. The
Word templates we provide for all of our envelopes are designed to be used with the flap closed. In addition, keeping the flap closed will help the envelope to run through the printer smoothly, and will have less of a chance of getting caught.
Which is lined, inner envelope or outer envelope?
As with most
traditional wedding invitations if you are including two envelopes, then etiquette suggests using an envelope liner on the inner envelope, not the outer. The inner envelope is considered to be the real envelope. The outer envelope serves to protect the invitation ensemble from the rigors of mail delivery and postal markings.
Are inner envelopes sealed for wedding invitations?
Centuries ago Wedding invitations were traditionally hand delivered, with an outer envelope and inner envelope. It was then anothers job to remove the outer envelope and hand deliver the inner envelope to the appropriate family members. Although most invitations are no longer delivered in this manner, the tradition of leaving the inner envelope unsealed so that it is easily accessible remains. Therefore when you order the double wedding envelope set, the inner envelope from the set is un-gummed.
Take a moment to watch this video to learn what exactly are double wedding envelopes
How many wedding envelopes should I order?
First, the total number of guests does not equate to the number of wedding envelopes needed. The number of envelopes needed for your event is typically half of the guest list plus a percentage for those who are invited as single guests (not couples). To allow for mistakes in addressing or those last minute additions to your guest list you should plan on ordering at least 25 extra envelopes.
Also keep in mind we strongly suggest having the post office hand cancel the invitation envelopes, it can help protect them from the rigors of the automated sorting equipment
