Formatting envelopes before merging
Video: Formatting envelopes before mergingWhen it comes to formatting the envelopes you're going to merge with a recipient list, you can choose to format it before or after you perform the mail merge. I highly recommend formatting your envelopes before you perform the mail merge so you're working with a single envelope, as opposed to many. So let's do this now using our Form Letter announcement, which, by the way, is already connected to our recipient list. If you've got the Exercise Files and you open up this document, you will be asked to continue, click Yes, to use the recipient list that goes with this file.
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In Word 2007: Creating Envelopes and Labels, instructor David Rivers shows how to use Microsoft Word to address, format, and print envelopes and labels. Whether to a single recipient or multiple addresses, timesaving techniques are shown that result in crisp and elegant correspondence. This course covers how to create a recipient list within Word or retrieve an existing contact list from Outlook, and then use the list in Mail Merge to address labels or envelopes. Other topics include customizing labels with graphics, printing electronic postage, and dealing with common printing errors. Exercise files accompany the course.
- Printing from a sheet of labels
- Creating recipient lists
- Using the Mail Merge wizard
- Printing e-postage
- Creating business cards
Formatting envelopes before merging
When it comes to formatting the envelopes you're going to merge with a recipient list, you can choose to format it before or after you perform the mail merge. I highly recommend formatting your envelopes before you perform the mail merge so you're working with a single envelope, as opposed to many. So let's do this now using our Form Letter announcement, which, by the way, is already connected to our recipient list. If you've got the Exercise Files and you open up this document, you will be asked to continue, click Yes, to use the recipient list that goes with this file.
Next, we're going to add the envelope to this document. So we'll go to the Mailings tab, click the Envelopes button and don't worry about the defaults that appear here. The Delivery address is automatically being taken from the form letter itself. But it's highlighted, so you can press the Delete key on your keyboard to remove it. We'll worry about that in a moment. All we want to do now is add it to the document. Click the Add to Document button. So, we've got our return address. We've got an empty space on the envelope itself for the address block.
We'll click in the lower half, in the center of this envelope. You'll see that area that's reserved, and let's just add a default address block. We'll go to the Address Block button. Select the default that's already highlighted for you, click OK. And the code appears. Now we can preview the results, clicking the Preview Results button. You can see an example of a name and an address and how it's going to appear on the envelope. Now I like to leave this selected while I format my envelope. That way, I can see the changes, as opposed to the actual code itself.
Now if you wanted to, you could start working with the text that you see here, same goes for the return address. Highlight it by clicking-and-dragging and making your changes from the Ribbon, or, if you prefer, have nothing selected, just click anywhere on the envelope. Click the Envelopes button and then go to the Options button. From here, you have access to the Font buttons, for both the delivery and the return addresses, and you can even adjust where they are going to appear on the envelope itself. So let's go to the Return address. We'll click the Font button.
You'll see the current font selected, as well as the style, the size and any effects, if any are selected. From here, we can make some changes. Let's scroll up and select Arial, up near the top of this list of font names. Under Font style, we'll keep it at Regular. Let's change the font size to 11 points. You're going to see a preview, down below, in this dialog box. You won't see it on the envelope until we click OK. But you could also choose from special effects, if you wanted to.
You'll see the preview down below of what that might look like. I'm going to leave none of these selected and click OK. Now as soon as you do that, you'll see the change on the envelope itself. Now when you go to the Delivery address Font button and select it, you can do the exact same thing if you want them to match. Scroll up to the Arial font. You can change the size or if you like it to be a little bit bigger, 12 points might be good, and click OK. When you click OK again, the change is made.
You see the preview here, because we've got our Preview Results button selected. When you click Close, there is the change right there on your envelope. If you wanted to, like I said, you could adjust the location. Again, you could do it from the Envelopes button, or if you prefer, you can do it right from the envelope itself. Remember, we're editing a single envelope that's using a code. Just because we're previewing results doesn't mean we'll have to do this for each envelope. When you click inside the address area, you'll notice, on the Ruler, that everything is indented a little bit.
So if you wanted to change that indent, when you see left indent, just click-and-drag it to the left, if you want to move it over a little bit, you might want to do that for every single line. So, if you've got a single line moving over, instead of all of them, just undo that. Make sure the entire thing is selected, and drag the Left Indent over and then everything will move over with it. When you're done, just click anywhere on the envelope to deselect and see the end results that you're previewing. Click the Preview Results button to turn that off.
You're back to viewing the AddressBlock code. We've got the document down below and now we're ready to finish the merge. Click the Finish & Merge button, at the very far right-hand side. Let's say we want to see each of the envelopes and form letters. We'll choose Edit Individual Documents using all of the records, click OK. Now you can see those changes made to the font as well as the location, on each of the envelopes that precedes the form letter to that name and address.
So formatting your envelopes, very easily done, just like formatting any other document in Word 2007, but doing it before you perform the mail merge means you're formatting a single envelope. They'll all look the same after you perform the merge.
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