Mail merge makes it easier to print envelopes for the people on your address list. It’s a five-step process, and you can save time by starting with good data and paying extra attention to the details.
To personalize the letters that you want to send in your envelopes, see Use mail merge to personalize documents. To run an email merge, see Using Word for an email merge. To make labels using mail merge, see Create labels with mail merge.
1. Set up your mailing list
The key to mail merge: Check your data before you start. Word pulls data from the list into each envelope. The better the data, the better your results.
If your mailing list is in an Excel spreadsheet, make sure the column for ZIP or postal codes is formatted as text so you don’t lose any zeroes. For more information, see Format mail merge numbers, dates, and other values.
If you want to use your Outlook Contacts, make sure Outlook is your default email program. For more information, see Make Outlook the default program for email, contacts, and calendar.
If you don’t have a list, you’ll get a chance to make a list in Word during the mail merge. Get ready by pulling together all your address lists before you start. (After you type a list in Word, you can save it and use it the next time you run mail merge.)
2. Set up for envelopes
Setting up the envelope is a long process, but it doesn’t take a long time.
Set up the envelope and check how it prints out
Before you run a batch of envelopes the wrong way through your printer, test the printer options and change them if you need to.
- Click File > New > Blank document.
- Click Mailings > Envelopes.
- In the Delivery address box, type some text.
This is for testing the how the envelopes will look when you print them. It won’t show up in your mail merge.
- In the Return address box, type your return address.
- Click Options > Envelope Options tab.
- In the Envelope size box, click the choice that matches the size of your envelopes.
If none of the choices matches your envelope size, scroll to the bottom of the list, click Custom size, and type your envelope’s dimensions in the Width and Height boxes.
- Click Font in the Delivery address and Return address sections to choose a font.
- Make any position changes you want in the From left and From top boxes.
The Preview area shows you the envelope layout.
- Click the Printing Options tab.
Your printer sends Word information about which way the envelope should be loaded into the printer. This information appears under Feed method.
- Load the envelope the way it’s shown under Feed method.
- Click OK.
- Click Print to print the envelope.
- When Word prompts you to save the return address, click Yes.
- Check that the envelope printed correctly.
- If the envelope didn’t print correctly, try adjusting the Feed method options.
When your test envelope prints the way you want, you’re ready to begin the merge.
Start the mail merge
- Click Mailings > Start Mail Merge > Envelopes.
- In the Envelope Options box, click OK.
You already set this up when you were printing your test envelope.
Word creates a document that’s sized to the envelope dimensions.
The return address appears in a frame on the page. To see the frame for the delivery address, click where you expect the address to appear.
3. Connect the envelopes to your address list
On the Mailings tab, click Select Recipients and click the option that matches your list.
If your mailing list is in an Excel spreadsheet, an Access database, or another type of data file, click Use Existing List. Then browse to your list and click Open.
If you’re using your Outlook contacts, click Choose from Outlook Contacts.
If you don’t have a list yet, choose Type a New List. For more information, see Create a mail merge list with Word or Outlook.
If you’re printing envelopes for everyone on your list, skip ahead to step 4. If you’re contacting only some of the people on your list—for example, people who live within 20 miles of your event—choose which people you want to include.
- Click Edit Recipient List.
- Check the names of the people you want to send your letter to.
You can also sort or filter the list to make finding names and addresses easier.
4. Add the Address Block to the envelope
- Click where you want the addresses to appear, and then click Address Block.
- Choose how you want the name to appear.
Tip To be sure Word finds the names and addresses in your list, click Match Fields. Check that the fields you want appear in the list. If a field you want says Not Matched, click the drop-down list for that field and then click the column name that matches that column in your list.
5. Print the envelopes
- Click Preview Results, and then click the arrows to make sure the names and addresses on the envelopes look right.
- Click Finish & Merge > Print Documents.
Save your mail merge envelope for next time
When you save the mail merge envelope document, it stays connected to your mailing list. To use the mail merge envelope again, open it and click Yes when Word prompts you to keep that connection. Then, if you want to change which addresses include in the merge, click Edit Recipient List to sort, filter, and select them. For more information about sorting and filtering a mailing list, see Sort and filter the data for a mail merge.