Need to print out envelopes directly from Microsoft Word? You've come to the right place. In this guide, we'll walk you through the easy steps to create and print envelopes using Word, ensuring your important correspondence reaches the right destination with a professional touch. Let's dive right in.
Before we start, make sure you have a printer configured and sufficient paper in your printer tray. We'll be using standard A4 or Letter size paper for our envelopes. Now, let's get started with creating your envelopes in Word.
Creating an Envelope Template
Our first step is to create a basic envelope template that we can reuse and customize for different addresses. This will save you time and ensure consistency in your envelope formatting.
The default page size in Word should be set to your standard paper size (A4 or Letter). Now, let's adjust the margins to create room for the envelope flaps. Here's how you can do it:
Adjusting Margins for Envelope Flaps
To create space for the envelope flaps, we need to adjust the top and bottom margins of our page. Here's how you can do this:
1. Go to the 'Page Layout' tab in the Word ribbon.
2. Click on 'Margins' and select 'Custom Margins'.
3. In the 'Margins' window, under ' края страницы' (Page Margins), enter your desired top and bottom margins. For a standard A4 or Letter envelope, try setting both to around 0.75 inches or 1.9 cm.
4. Click 'OK' to apply your new margins.
Adding the Envelope borders
Next, we'll add borders to create the fold lines for our envelope. Here's how you can do it:
1. Click anywhere on your page to place your cursor.
2. Go to the 'Insert' tab in the Word ribbon.
3. Click on 'Shapes' and select 'Rectangle'.
4. Draw a rectangle around the borders of your envelope, using the adjusted margins as your guide.
5. With the rectangle still selected, click on the 'Format' tab in the contextual 'Design' tab that appears.
6. Click on 'Shape Outline' and select 'No Outline' to remove the border around your rectangle.
7. Now, click anywhere outside of your rectangle to deselect it.
Adding Recipient Information
Now that we have our envelope template set up, let's add the recipient information. For this, we'll use Word's mail merge feature, which allows us to create multiple envelopes with different addresses.
Here's how you can set up your mail merge:
Preparing Your Recipient List
First, you'll need a list of recipients. You can create this list in a table using Word, or import it from an external spreadsheet like Excel.
If you're using an external spreadsheet, you can simply copy and paste the data into a table in Word. Make sure each column of data (like 'Name', 'Street Address', etc.) is in its own column.
Setting Up Your Mail Merge
Now that you have your recipient list ready, let's set up the mail merge:
1. Go to the 'Mailings' tab in the Word ribbon.
2. Click on 'Start Mail Merge' and select 'Envelope' as your document type.
3. In the 'Select Table' dialog box, choose the table containing your recipient list and click 'OK'.
4. Now, you'll see field codes (like {MERGEFIELD Name}) appearing in your envelope template where the recipient information will go.
5. Word will also open the 'Addressee' panel on the right side of your document, where you can customize the placement and format of your recipient information.
6. Click 'Match Fields' in the 'Addressee' panel to ensure your field codes correspond to the correct columns in your recipient list.
Printing Your Envelopes
With your envelope template set up and your recipient information added, you're ready to print your envelopes. Here's how you can do it:
Printing Your Envelopes One at a Time
If you only need to print a few envelopes, you can do so one at a time. Here's how:
1. Place your envelope in your printer face up, with the seal facing up and the recipient's address facing down.
2. In Word, click on the 'Print' toolbar
3. Make any necessary printing customizations (like the number of copies) and click 'Print'.
4. Repeat this process for each envelope you need to print.
Printing Your Envelopes Using a Mail Merge
If you have a larger number of envelopes to print, you can use the mail merge feature to print them all at once. Here's how:
1. With your mail merge set up and your recipient information added, go to the 'Mailings' tab in the Word ribbon.
2. Click on 'Print Documents' and select 'Print Envelopes' from the drop-down menu.
3. Place a stack of envelopes in your printer, face up, with the seal facing up and the recipient's address facing down.
4. In the 'Print' dialog box, customize your printing settings (like the number of copies) and click 'Print'.
5. Once printing is complete, you can either leave your envelopes in the printer to be picked up later, or select 'Pick up' to have them sent to a designated printing location.
And there you have it – a comprehensive guide on how to print out envelopes in Word. Now you can customize and print envelopes for all your important correspondence with ease. The next time you need to send a letter, you'll be ready to go with a professional-looking envelope in just a few clicks. Happy printing!