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- Choosing or creating a data source
- Using Mail Merge with Outlook contacts
- Merging data from an Excel spreadsheet
- Inserting address blocks and greetings
- Matching fields from a data source
- Previewing merge results
- Using rules for customized merges
Skill Level Intermediate
If your mail merged letters include an address block, you already have enough information to be able to print labels or envelopes using mail merge. In this video, we'll focus on printing envelopes. First, let's start with just a blank document, and go to the Mailings tab and choose Start Mail Merge, and we're going to choose Envelopes. Now, over in this other group on the Mailings tab Create, that Envelopes command is used to print single envelopes, or a stack of envelopes that all have the same address on them, like a return envelope.
If we want to create mail merged envelopes with a data source, we need to choose Start Mail Merge > Envelopes. In a moment, the Envelope Options dialog box will open. It will ask us about our envelopes, sizes, the location of the delivery address and return address on the envelope, and then printing options, including one of 12 possibilities for how the envelope actually feeds into your printer. So, mark up a sheet of paper and take it to your printer and go check it out and figure out what your printer settings are, or look in help for your printer, your printer's manual, so that you can set all of these envelope options for paper size, address position, and printing and feed options, and then click OK.
Now we need to select a data source for our addresses. So, let's go to Select Recipients > Use Existing List, and I'm going to choose my Exercise Files folder, Chapter 2, and pull up my Prospects workbook, which has one worksheet in it called Email Prospects. Click OK. Now, all I need to do is drop an address block in for the Delivery address. Simple enough to do. So, we'll choose Address Block. The Insert Address Block dialog box opens, the same dialog we saw when we inserted an address block in our mail merged letter.
So, change the settings for the recipient's name, company name, and so on, so that the preview appears the way you'd like it to appear. If this is a data source you're using for the first time, you may need to do some field matching. Click the Match Fields button to do that. Let's click OK to drop our address block here. Now, let's preview the results. As you'll see, we have a series of envelopes. Don't worry about the placement of this address block here. We actually determined that in that first dialog where we set the envelope options.
So, it will simply appear in the upper-left. That doesn't mean it's going to appear there when we actually print the envelopes. One last thought about something we might want to do. The United States Postal Service and other postal agencies would really like to have this information provided in caps. In order to do that, what we need to do is format the Address Block. So, we'll go to the Home tab, and we can't actually choose Change Case, because if we do, all it'll do is change the case of this particular address block, but it won't apply it to the letters.
We actually need to format the address block. So, we're going to open the Font dialog box by clicking the Dialog Box launcher, and choose All caps and click OK. Now when we return to the Mailings tab and preview our results, you'll see that all of our envelopes will be addressed in caps. We can change that back to proper case, if we want to change our mind about that format. Word's Mailings features make it easy to quickly lay out and print the envelopes that you need for large mailings. If you need to create a single envelope, of course, don't use mail merge, but when you need to create a group of them, this Mailings tab allows you to quickly and easily create dozens, hundreds, or thousands of envelopes, using your printer and Microsoft Word 2010.
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