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Creating envelopes

From: Word for Mac 2011 Essential Training

Video: Creating envelopes

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.

Creating envelopes

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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This video is part of

Image for Word for Mac 2011 Essential Training
Word for Mac 2011 Essential Training

95 video lessons · 20155 viewers

Maria Langer
Author

 
Expand all | Collapse all
  1. 5m 6s
    1. Welcome
      1m 8s
    2. Word processing basics
      3m 9s
    3. Using the exercise files
      49s
  2. 21m 53s
    1. Menus, shortcut keys, and toolbars
      3m 43s
    2. The Ribbon
      2m 32s
    3. The Toolbox and the Media Browser
      2m 27s
    4. The Sidebar
      1m 42s
    5. Document views
      5m 24s
    6. Navigating windows and documents
      6m 5s
  3. 13m 40s
    1. Using the Document Gallery
      4m 51s
    2. Creating documents
      1m 51s
    3. Opening, saving, and closing documents
      6m 58s
  4. 14m 20s
    1. Entering text
      5m 33s
    2. Inserting and deleting text
      2m 34s
    3. Using Click and Type to enter text
      3m 26s
    4. Inserting symbols and special characters
      2m 47s
  5. 27m 28s
    1. Selecting and editing text
      6m 34s
    2. Copying and moving text
      7m 1s
    3. Using the Scrapbook
      4m 38s
    4. Undoing, redoing, and repeating actions
      4m 36s
    5. Finding and replacing text
      4m 39s
  6. 24m 50s
    1. Font formatting basics
      9m 0s
    2. Applying font formatting
      7m 12s
    3. Using the Font dialog
      4m 35s
    4. Formatting with the Find and Replace dialog
      4m 3s
  7. 27m 18s
    1. Paragraph formatting basics
      9m 39s
    2. Setting justification and line spacing
      2m 17s
    3. Indenting paragraphs
      4m 37s
    4. Using list formats
      5m 41s
    5. Setting paragraph formatting options
      5m 4s
  8. 14m 33s
    1. Understanding tab tables
      4m 15s
    2. Creating a tab table with the Ruler
      5m 20s
    3. Creating a tab table with the Tabs dialog
      4m 58s
  9. 20m 31s
    1. Understanding styles and themes
      2m 36s
    2. Applying styles
      6m 32s
    3. Reformatting with Quick Style sets and themes
      2m 37s
    4. Modifying styles
      4m 28s
    5. Creating and deleting styles
      4m 18s
  10. 13m 22s
    1. Revealing formatting
      4m 24s
    2. Using the Format Painter
      1m 38s
    3. Creating drop caps
      3m 34s
    4. Using AutoFormat on text
      3m 46s
  11. 27m 29s
    1. Setting margins
      4m 3s
    2. Adding page and section breaks
      4m 54s
    3. Setting multiple columns
      8m 11s
    4. Varying page orientation within a document
      2m 43s
    5. Inserting page numbers
      2m 47s
    6. Adding watermarks and background images
      4m 51s
  12. 13m 39s
    1. Using built-in headers and footers
      5m 34s
    2. Manually creating headers and footers
      4m 0s
    3. Setting multiple headers and footers in a document
      4m 5s
  13. 18m 54s
    1. Creating a cell table
      3m 42s
    2. Entering and formatting table text
      4m 16s
    3. Modifying table structure
      5m 34s
    4. Using table styles
      2m 49s
    5. Converting between tab and cell tables
      2m 33s
  14. 18m 12s
    1. Adding borders to text and paragraphs
      5m 38s
    2. Adding borders to table cells
      3m 47s
    3. Setting page borders
      4m 13s
    4. Applying shading
      4m 34s
  15. 16m 56s
    1. Using the Media Browser to insert media
      3m 24s
    2. Inserting media from a file
      2m 36s
    3. Formatting images
      4m 30s
    4. Wrapping text around an image
      2m 27s
    5. Inserting and formatting a text box
      3m 59s
  16. 13m 17s
    1. Using AutoCorrect and AutoFormat As You Type
      9m 26s
    2. Using AutoText and AutoComplete
      3m 51s
  17. 17m 28s
    1. Building an outline
      4m 26s
    2. Rearranging outline components
      3m 39s
    3. Viewing outlines
      4m 9s
    4. Numbering outline headings
      5m 14s
  18. 26m 49s
    1. Checking spelling and grammar
      8m 19s
    2. Using reference tools
      4m 30s
    3. Inserting footnotes and endnotes
      6m 27s
    4. Using the Word Count feature
      2m 49s
    5. Compiling a table of contents
      4m 44s
  19. 17m 44s
    1. Adding comments
      2m 46s
    2. Tracking changes
      7m 45s
    3. Merging and comparing documents
      4m 28s
    4. Sharing documents with others
      2m 45s
  20. 18m 54s
    1. Using letter templates
      8m 5s
    2. Creating envelopes
      6m 23s
    3. Creating labels
      4m 26s
  21. 12m 36s
    1. Setting Document Security options
      9m 0s
    2. Using Privacy options
      3m 36s
  22. 14m 31s
    1. Setting Page Setup Options
      4m 12s
    2. Previewing a document
      2m 13s
    3. Printing to a printer
      4m 11s
    4. Printing to PDF
      3m 55s
  23. 11m 9s
    1. Using Word's Macro Recorder
      9m 18s
    2. Understanding macro security
      1m 51s
  24. 12m 28s
    1. Customizing toolbars and menus
      6m 0s
    2. Customizing Word's shortcut keys
      3m 38s
    3. Customizing the Ribbon
      2m 50s
  25. 42s
    1. Goodbye
      42s

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