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Dealing with irregular envelopes

From: Word 2007: Creating Envelopes and Labels

Video: Dealing with irregular envelopes

So, what happens when you go out and purchase a package of envelopes, and you come back, you want to merge those envelopes with a list of names and addresses and send them to your printer, and you look at the list and this particular envelope does not appear on the list? That's what we're going to do right now, starting with a new blank document. We're going to go up the Mailings tab, and Start a Mail Merge. Let's go to Envelopes and from here, you'll see the Envelope Options tab selected with the last envelope size you used. Now you look at your package and you click the dropdown and there's no match.

Dealing with irregular envelopes

So, what happens when you go out and purchase a package of envelopes, and you come back, you want to merge those envelopes with a list of names and addresses and send them to your printer, and you look at the list and this particular envelope does not appear on the list? That's what we're going to do right now, starting with a new blank document. We're going to go up the Mailings tab, and Start a Mail Merge. Let's go to Envelopes and from here, you'll see the Envelope Options tab selected with the last envelope size you used. Now you look at your package and you click the dropdown and there's no match.

I have a set of envelopes in front of me that are 9 x 12 and I do not see them on this list. So, my only option is to go to the very bottom and choose Custom size. From here now, I can actually type in the Width and the Height. So, the Width is going to be the 12. It's going to print sideways. I use my Tab key to get down to the height, and I am just going to type in 9, so it's 12 x 9. When I click OK, I see a preview of that envelope. It looks like my envelope, and I'll click OK.

So remember, we're starting a mail merge at this point. So I see my return address automatically show up in the top left corner. You can use your zoom slider to zoom out until you see the entire envelope, just to give you an idea, and then you're going to click down around where you want the address block to appear. But as you do that, well, it's way down there. Really, it doesn't belong way down there. It's placed there because we chose a Custom size. What you want to do is click the border and you'll see little handles appear around the outside, which means you can now change it's location.

Just go back to the border with your mouse pointer when you see the four-sided arrow, click and hold your mouse button down and just drag it up to the location where it really belongs, which is up around the center here. Now you can click inside and you'll see exactly where the addresses are going to print. Now we need to select our recipients, if we're going to do a mail merge, or just simply type in an address if you're doing a single envelope. But we're going to Select Recipients, and just go ahead and use your own Outlook Contacts. When you click OK, you'll see a list of your contacts.

At this point, you can sort and filter them out, select the ones you want and click OK. And now we need to place the address block here, which we can do manually using the Insert Merge Field options, or just choose Address Block and select the options that best suit our needs. I'm going to go with recipients name without the prefix, and I do want the Company name, but I don't need to include the country or region. And when I click OK, I'm going to see the Address Block appear in the area where it belongs on this particular envelope.

If you want to preview the results, go ahead and click Preview Results. Use your navigation buttons to go through the various names and addresses and if everything looks good, click Finish & Merge. Now at this point, you can go directly to your printer or open up the individual documents that will be created by clicking Edit Individual Documents, all records, whether they would be filtered or not, and click OK. Notice also, on the Title bar that a brand new file has been created here. It's automatically been named Envelopes and you'll see a number after that, indicating a new file has been created.

And if this is something you want to keep, you'll need to save it, and now you'll see each individual envelope as you scroll down. So when you do have a set of envelopes that do not appear on the list, remember you can always create a custom size here in Word 2007.

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This video is part of

Image for Word 2007: Creating Envelopes and Labels
Word 2007: Creating Envelopes and Labels

40 video lessons · 5644 viewers

David Rivers
Author

 
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  1. 6m 57s
    1. Welcome
      1m 6s
    2. Prerequisites and requirements before you begin
      2m 57s
    3. Goals and expectations for this course
      1m 20s
    4. Using the exercise files
      1m 34s
  2. 21m 13s
    1. Setting up a return address
      3m 3s
    2. Printing a single envelope
      4m 18s
    3. Adding an envelope to your document
      2m 20s
    4. Create envelopes from a template
      2m 32s
    5. Printing a single label
      2m 40s
    6. Printing a sheet of the same label
      2m 22s
    7. Creating labels from a template
      3m 58s
  3. 19m 36s
    1. Creating and selecting recipient lists in Word
      8m 41s
    2. Using an Excel workbook as a recipient list
      3m 23s
    3. Editing a recipient list in Word
      5m 53s
    4. Using Outlook contacts as a recipient list
      1m 39s
  4. 36m 6s
    1. Envelopes and the Mail Merge wizard
      7m 12s
    2. Inserting merge fields
      4m 33s
    3. Setting merge rules
      5m 49s
    4. Matching fields
      5m 57s
    5. Formatting envelopes before merging
      4m 58s
    6. Adding graphics to envelopes
      2m 39s
    7. Saving and reusing envelope files
      1m 46s
    8. Using print options with merged envelopes
      3m 12s
  5. 30m 32s
    1. Labels and the Mail Merge wizard
      6m 19s
    2. Manually merging labels with recipients
      5m 57s
    3. Setting merge rules
      3m 11s
    4. Formatting labels before merging
      4m 18s
    5. Adding graphics to labels
      3m 28s
    6. Reusing existing label files
      2m 29s
    7. Printing merged labels
      4m 50s
  6. 16m 14s
    1. Signing up with an e-postage service
      3m 29s
    2. Printing postage on a single envelope
      4m 42s
    3. Printing postage in a mail merge
      2m 57s
    4. Printing postage with labels
      5m 6s
  7. 25m 57s
    1. Dealing with irregular envelopes
      3m 36s
    2. Dealing with irregular labels
      5m 38s
    3. Preventing text from printing too close to the edge of a label
      4m 42s
    4. Creating business cards
      5m 3s
    5. Creating postcards
      6m 58s
  8. 19s
    1. Goodbye
      19s

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