Mail merge to print envelopes
A classic task!
Mail merge is a powerful feature in Microsoft Word that allows you to combine a document with a data source, such as a spreadsheet or a database, to create multiple copies of the document with different information. In this case, you can use mail merge to print envelopes with different addresses.
Here's a step-by-step guide to help you get started:
Prerequisites:
- Microsoft Word 2010 or later version
- A data source with the addresses you want to print on the envelopes (e.g., a spreadsheet or a database)
Step 1: Create a new document
Open Microsoft Word and create a new document. Go to File > New > Blank Document.
Step 2: Set up the envelope template
Create a new section in your document by going to Insert > Break > Section Break. This will allow you to create a separate section for each envelope.
Design your envelope template by adding the necessary fields, such as:
- To: (Recipient's name)
- Address: (Recipient's address)
- City: (City)
- State: (State or province)
- Zip: (Zip code or postal code)
- Return Address: (Your return address)
Use the Insert > Field > More Fields option to insert the fields. You can also use the Mailings tab in the ribbon to insert the fields.
Step 3: Create a data source
Create a data source with the addresses you want to print on the envelopes. You can use a spreadsheet, a database, or even a text file. Make sure the data source has the same fields as the ones you created in your envelope template.
Step 4: Set up the mail merge
Go to Mailings > Start Mail Merge > Step-by-Step Mail Merge Wizard. Follow the wizard to set up the mail merge:
- Choose Envelopes as the document type.
- Select the data source you created.
- Choose the fields you want to use for the merge.
Step 5: Merge the data
Click Finish to start the mail merge process. Word will merge the data with your envelope template, creating a separate document for each envelope.
Step 6: Print the envelopes
Go to Mailings > Print > Print Envelopes. Choose the printer and paper size, and then click Print to print the envelopes.
Tips and Variations:
- Use the Envelope Options dialog box to customize the envelope layout and formatting.
- Use the Mailings tab in the ribbon to insert additional fields, such as a logo or a message.
- Use a database or a spreadsheet with a large number of records to print multiple envelopes at once.
- Use the Save As option to save the merged documents as a single file or as individual files.
By following these steps, you should be able to use mail merge to print envelopes with different addresses. Happy merging!