How to print envelopes from excel

Answer

To print envelopes from Excel, use Excel as your data source and Word as the printing tool. Word performs the merge, and Excel holds the address list. Word uses a structured layout that formats envelope sizes with consistent margins and positioning.

How to prepare the address list in Excel

1. Create a new workbook.

2. Enter field names in row 1. Use clear labels such as FirstName, LastName, Address, City, State, ZIP.

3. Enter the address data under each field.

4. Save the workbook in a folder you can locate easily.

5. Close the workbook to allow Word to access it for the merge.

How to start the envelope printing process in Word

1. Open Word.

2. Go to Mailings on the Ribbon.

3. Choose Start Mail Merge.

4. Select Envelopes.

5. Choose an envelope size in the Envelope Options window.

6. Select OK to load the blank envelope layout.

Windows vs. Mac Differences

• Windows: Word shows Mailings features directly on the Ribbon.

• Mac: Word shows the same options, but the layout places some commands under Tools > Mail Merge Manager. The steps remain identical in function.

How to connect Word to the Excel address list

1. Select Select Recipients in the Mailings tab (Windows) or choose Get List in the Mail Merge Manager (Mac).

2. Choose Use an Existing List.

3. Locate the Excel file.

4. Select the sheet that contains the data.

5. Confirm the field names in the first row.

How to insert address fields into the envelope

1. Click inside the delivery address area on the envelope.

2. Choose Insert Merge Field.

3. Insert fields in the correct order, such as First name, Last name, Address, City, State, Zip.

4. Press Enter where necessary to create line breaks.

5. Check spacing for a clean print alignment.

How to preview the envelopes before printing

1. Go to Preview Results in the Mailings tab.

2. Navigate through records using the forward and backward arrows.

3. Verify that every envelope displays the correct address fields and formatting.

How to print envelopes

1. Select Finish & Merge.

2. Choose Print Documents.

3. Select All, Current Record, or a range of records.

4. Load envelopes into the printer tray.

5. Confirm the feed direction on your printer’s control panel or printed diagram.

6. Select OK to print.

How to fix common printing issues

Envelope prints with incorrect alignment

1. Open Envelope Options again.

2. Adjust Return Address Position and Delivery Address Position.

3. Change margins in Page Setup.

The printer rejects the envelope

1. Change the feed method in Printer Properties.

2. Confirm that the envelope size matches the selected Word size.

Text shifts on different printers

1. Save the envelope file as a template.

2. Test print on each device.

3. Adjust feed calibration settings if your printer supports manual calibration.

Key optimization terms used in this guide

Mail merge, address fields, data source, layout alignment, envelope options, merge field placement, print calibration, feed direction, envelope size formatting.

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