Create party invitations, envelopes, and labels in Word

Applies to
Microsoft Word 2002

So you're having a party, you've done all the planning, and now you need to let people know about it. When you get the final guest list together, you are ready to send out the invitations. How can Word help you from here?

With a little help from Word and the Templates on Microsoft Office Online, you can create and print your party invitations, envelopes, and return address labels. You can also optionally perform a mail merge with the guest list (from your Microsoft Outlook® contacts) to print out attendees' addresses quickly.

Create your invitations

You can create your own party invitations in Word by starting with a blank document and adding text, formatting, and graphics to create the look you want. Or, to get a head start, you can use the Birthday party invitation in Office Templates. Open the template in Word, add the information for your party, make any design changes you want, and print your card. This template was designed to create a card that you can print on standard 8.5" x 11" paper and then fold in quarters to create a 4.25" x 5.5" card. You may choose to print your invitations on colored card stock, but make sure the paper is not too heavy since you will be folding it twice.

Create and print your envelopes

Before you create your envelope, determine whether you want to print envelopes individually or all at once. If you are inviting a small number of guests, printing the envelopes one at a time is the simplest way to go. If you are inviting a large number of guests, you might want to set up the envelopes for a mail merge to address and print all the envelopes at once.

Print envelopes one at a time

You can either print each envelope directly from the Envelopes and Labels dialog box, or you can add the envelope to your party invitation document so that you can add graphics, make changes to the envelope directly from the document, and save the envelope to use again another time.

To print envelopes from the Envelopes and Labels dialog box

  1. On the Tools menu, point to Letters and Mailings, click Envelopes and Labels, and then click the Envelopes tab.
  2. Click Options, select the correct envelope size and the address formatting you want, and then click OK.
  3. Enter the destination address in the Delivery address box.
  4. If you want to print your return address on the envelope, enter it in the Return address box.
    If you want to print return address labels instead, select the Omit check box.
  5. Click Print.
  6. When prompted, insert the envelope into your printer's manual feeder.
  7. Repeat these steps until you have printed all of the addresses.

To print and save envelopes with the invitation document

  1. Open your invitation document.
  2. On the Tools menu, point to Letters and Mailings, click Envelopes and Labels, and then click the Envelopes tab.
  3. Click Options, select the correct envelope size and the address formatting you want, and then click OK.
  4. Enter the name and destination address for the first attendee in the Delivery address box.
  5. If you want to print your return address on the envelope, enter it in the Return address box.
    If you want to print return address labels instead, select the Omit check box.
  6. Click Add to Document.
  7. Add any formatting or graphics that you want to your envelope.
  8. To print only the envelope, make sure that the envelope is the selected page in the document, click Print on the File menu, select the Current page option, and then click OK.
  9. When prompted, insert the envelope into your printer's manual feeder.

To create envelopes for your additional guests, repeat these steps but replace the name and destination address you entered in the document with the next guest's information for each envelope.

Print all the envelopes at once

If you have stored your party guests' names in your Outlook Contacts folder, you can follow these steps to select guest names and perform a mail merge from your Contacts folder. However, you can use just about any type of data source you want (such as a list of guests' names in a Word document) to complete the mail merge. For more information about data sources you can use for a mail merge, see Word Help.

  1. Open a new document in Word.
  2. On the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard.
  3. In the Mail Merge task pane, under Select document type, select the Envelopes option and then click Next. (Remember to click Next after each of the following steps.)
  4. In step 2 in the wizard, under Select starting document, select the Change document layout option.
  5. Under Change document layout, click the Envelope options link, select the envelope size and address font options you want, and then click OK.
  6. In step 3 in the wizard, under Select recipients, click Select from Outlook contacts.
  7. Click Choose Contacts Folder.
  8. In the Select Contacts List folder dialog box, click the contact list you want, and then click OK.
    All of the contacts in the folder appear in the Mail Merge Recipients dialog box.
  9. Select the names you want to include, and click OK.
  10. Complete the wizard.

 Note   By default in the Mail Merge wizard, your return address is omitted. If you want to print your return address on the envelope, add your return address to your envelope document in step 4 or step 5 of the Mail Merge wizard.

Print your return address labels

If you want to print labels with a "party" theme, use the party return address labels template in the Office Template gallery. (This template works with Avery labels 5167, 5267, 6467, 8167, and 8667. To create return address labels from scratch on label sheets other than these, on the Tools menu, point to Letters and Mailings, point to Envelopes and Labels, and then click the Labels tab in the Envelopes and Labels dialog box.)

  1. Open the Return address labels for a party template in Word.
  2. In the first table cell, replace the boilerplate text with your name and address, being careful not to delete the graphic.
  3. Apply any formatting you want to your return address text. You can also replace or remove the graphic.
  4. When the first table cell looks the way you want all your labels to look, make sure the cursor is in this cell, point to Select on the Table menu, and then click Cell.
  5. On the Edit menu, click Copy.
  6. Press TAB twice to select the contents of the next table cell that contains label text.
  7. On the Edit menu, click Paste Cells.
  8. Repeat steps 6 and 7 until all the labels on the page have your name and address and the formatting you want.

 Note    When you select the last cell in a row, press TAB only once to select the contents of the next table cell (the first cell in the next row).

  1. Insert the labels into your printer's manual feeder, and then click Print on the File menu.