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In Word for Mac 2011 Essential Training, author Maria Langer shows how to create, format, and print a wide variety of documents in Microsoft Word 2011. The course covers building outlines, formatting text and pages, working with headers and footers, using themes and styles, adding multimedia, and more. It also shows how to customize and automate Word 2011, including how to record macros. Exercise files accompany the course.
If you're going to mail a letter, you might want to use Word to address the envelope. That will give your correspondence a polished look. If the letter is already written and includes an inside address, you've already done most of the work. Let me show you. I've got a letter here that I wrote using the Normal template with a centered image at the very top, and this course tells you everything you need to know to create a letter just like this. What we want to do here is use this inside address on the envelope, so I'll start by selecting the inside address, then I'll pull down the Tools menu, and I'll choose Envelopes.
Word displays the Envelope dialog with the fields already filled in. You have a few options. You can click the Font button here to change the font for the addressee. This works just like the Font dialog I showed you in the video about text formatting. You can just change the font. you can change the size, the style, whatever you want to do in here. When you finish making changes, just click OK. You can do the same thing for the return address. You can also fine-tune the position, which is something you are not likely to need to do, but I'll show you how it works.
Just click the Position button and then what you can do here is enter measurements into each of these boxes to shift the delivery address or the return address. So just as an example for the delivery address, I can move it over to one side or the other. You see how it's shifting every time I click, or I can move it up or down, and you can do the same thing for the return address. This is in case you have, maybe a pre-printed envelope and you want the information to print in a certain place, but most times you're not going to need to do this. I am going to click Reset here and then click OK.
If you want to include a barcode you would turn on this checkbox and then you can also turn on this checkbox to have an FIM-A barcode included. These are two Postal Service things, and you might be able to get discounts if you include them on your letters. You need to check with the Post Office about that. Under Return address you have a couple of options. You can either use your address from Word's user information or you could type in an address by turning off this checkbox. You can also use your contacts list to put in an address. I don't want to do that.
If you click Omit, that won't put any address at all in there, and you might say to yourself, "well, right now there's no address in there, so I just let it go like that," but in reality if you don't click Omit, Word may print something in there. It may print in a placeholder on the envelope. So if you don't have anything in there, you do want to turn on Omit. I am going to Use my address, the way I had it set. Now here is where it can get a little tricky. By default, Word prepares a number 10 business envelope. If you need to use a different envelope size, you need to click the Custom button. You can then choose a different envelope size from this pop-up menu here, and there is a whole bunch in here, including European and Japanese sizes, and then you can also choose options regarding the feed method.
Now, normally your printer won't need this and my advice is not to go into this dialog unless you need to. In other words, print it without going in here. If it doesn't work the way you expect then go in here and make changes. But the feed method determines whether it gets fed in with the top of the envelope first or the side of the envelope first, and then where exactly the feeder is. And every printer is different so I can't really advise you on any of these. You also have options for Face up and Face down, depending on how the printer prints, and you can also use this checkbox to rotate the envelope so that it prints it a different way.
It prints some hundred 180 degrees from the way it would normally print. I am going to click Cancel here, because I don't want to one make any of those changes. If you decide not to use the custom settings, make sure it says Uae settings from your printer. Now you have a bunch of options down here. If you want to make this envelope part of the active document, you could turn on this checkbox and then when you click okay it'll be added as another page to your document. It will actually be added as a separate section.
When you click Print, it'll open the Print dialog and let you print, and when you click OK, it'll simply create the document. What I am going to do here is keep this Insert this envelope into the active document turned on, so we could what that looks like, and I'll click Print. What Word does is it opens up the Print dialog for your printer. Of course, your printer might not look like this one. Every printer is going to look different, and also your dialog might be collapsed. It might look more like this instead. You can click this disclosure triangle to open it up and see the preview.
You would choose the printer that you want to use, you'd set options in here, and then you click Print. Now I don't want to print this print, so I am going to click Cancel. But what you'll see here if you look at the document, we'll go to Whole Pages, it has created the envelope right here, and if I scroll down I can see the letter is right here. So now I have both documents together in one document file, and there is a section break between them, and if I wanted to print this out now I can send it to the printer. I could put an envelope in the printer first, let print on the envelope first, and then it would print on the plain paper head for the letter.
I don't usually use this feature of saving the envelope as part of the file. I usually print directly to the printer and then I usually throw away the letter document that Word creates. If you often send letters to the same recipient, you might want to save the document so you can open and print it at any time. That's all there is to creating envelopes. I use this feature all the time. It's a lot more professional than addressing the envelopes my hand, and it only takes a minute to do. The trick is to do it one or two time, so you get the hang of it. Once you've been able to do it one or two times successfully by feeding the page in properly, working with your printer, you should be stepping up that point forward.
I should also mention that you can use this feature without selecting an address first. If you pull down the Tools menu, you can choose Envelopes, you can clear out whatever is in here, if there is anything in there, and you could type in any address you like, and then when you click Print or OK, it'll print that envelope or it will just let you save that envelope for later use. This makes it possible to create envelopes to anyone on the fly.
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