How To Create Envelopes via Mail Merge in Microsoft Word?

Posted on May 10, 2021 Updated on May 10, 2021

Mail Merge is a very helpful feature in Microsoft Word that allows us to create multiple Documents, such as Letters and Envelopes at once, just by using a Main Document and a Distribution List that we have created. This way, we save a lot of time and effort of typing repeatedly the same Letter. In previous posts of mine I described how to use Mail Merge with the Ribbon and with the help of the Step by Step Wizard. In this post, I will describe how to Use Mail Merge for Envelopes. All that we will need is a Mailing List. Just keep reading the post below.

The whole procedure seems hard, difficult, and long. But once you get the hang of it, it will seem nice and easy. Just remember these Steps.

Step1: Select Envelope
Step 2: Customize your Envelope Layout
Step 3: Begin the Mail Merge
Step 4: Link our Data Source to the Envelope
Step 5: Insert an Address Block to the Envelope
Step 6: Preview and Print the Envelopes
Step 7: Save Our Mail Merged Envelope

We select the Mailings Tab and from the left area of the Ribbon named Create we locate the command Envelopes as shown. Here, we are notified that Sending Mail? You’ll Need An Envelope. You Can Choose The Size, Format The Addresses, And Add Electronic Postage.

Another way is to locate the area of the Ribbon named Start Mail Merge and select the command Start Mail Merge. Then from the drop-down menu that appears we select the command Envelopes as shown in the image below.

One way or the other, the Envelopes Options dialog box appears as shown with the tab Envelope Options activated. Here we can adjust the following by using the appropriate commands:

Envelops Size: We can define the Size of our Envelope.
Delivery Address: We can change the Font and the Position of the Delivery Address.
Return Address: We can change the Font and the Position of the Return Address.

At the bottom of the dialog box, we have a Preview of our Envelope, were once we are satisfied with the appearance, we just press the Ok button.

Next, we must select the Select Recipients command. Here we are notified that we Choose The List Of People We Would Like To Send Our Document. You Can Type A New List, Use An Existing One, Or Select Outlook Contacts.

We just select the Select Recipients command, and from the drop-down menu that appears we select the command Use An Existing List. We also have the options to Type A New List or Choose From Outlook Contacts. In future posts of mine, I will describe how to Type A New List and How to Choose From Outlook Contacts.

Once we select the command Use An Existing List, the Select Data Source dialog box appears as shown. Here, we must navigate and locate the File that we want to use as a Data Source and then press the Open button.

Once the Data Source for the Recipients has been selected, we can double check the Data Source just in case we want to Add – Remove or Edit it. For us to do that, we must select the Edit Recipient List. Here we are notified that we can Make Changes To Our Recipient List Or Pick Specific People To Receive the Mailing. We can Also Sort, Filter, Find And Remove Duplicates and Validate Addresses On The List.

Once we select the command Edit Recipient List the Mail Merge Recipients dialog box appears as we can see in the image below. Here we can see the following Fields of our Data Source. The Name of the Data Source and the Fields that I have for my Recipient List which are: Last Name, First Name, Company Name, Address Line and Email Address. In a future post of mine I will describe How To Edit and Create Mail Merge Recipients. Once we have finished with Editing the Mail Merge Recipient List, we just press the Ok button at the bottom right corner of the dialog box.

In the next step, we locate the area Write & Insert Fields. In this area we can use one of the following commands or a combination of them. We can Highlight Merge Fields, insert an Address Book, insert a Greeting Line and Insert Merge Fields. For this post, I will add an Address Block, where we are notified that we can Add An Address To Our Letter. We Specify The Formatting And Location, and Word Will Replace It With Actual Address From Our Recipient List When We Finish The Mail Merge.

The next step is to place our cursor inside the Envelope at the exact point that we want the Address Block to be inserted. Then we select the Address Block command, where the Insert Address Block dialog box appears as shown below. Here in this dialog box, we can Insert Recipient’s Name In This Format, Insert Company Name, Insert Postal Address and Format Address According To The Destination Country/Region. While we are doing the adjustments, at the right of the Insert Address Block dialog box, we have A Preview From Our Recipient List.

In the next image, we can see my Envelope. I have inserted a logo in the top left corner of it, and we can preview the Address Block that I have inserted in the bottom right corner of it. The next step, once we have done all the steps described before is that we can Preview the Results. So, in the Preview Results area of the ribbon, we can Plug Info From Our Recipient List Into The Merge Fields To See How The Finished Document Will Look. We just press, the Preview Results button as shown in the image below, and in the actual Envelope we can see that the Address Block has been replaced by the Recipients actual details.

We can move in between Records by selecting the Next Records buttons, which are located at the top right corner of the Preview Results area of the ribbon.

Once we are satisfied with the results, we can proceed with Finishing and Merging. At the far-right area of the Mail Merge tab we locate the area named Finish. Once we select the Finish & Merge command, we can Choose How We Want To Complete The Mail Merge. You Can Open A New Window To See Each Copy Of The Document, Send The Mailing Directly To The Printer or Send It By Email.

In the following image I have selected the command Edit Individual Documents, where then the Merge To New Document dialog box appears. Here we can select to Merge All Records, Merge Current Record or to define the range of Records. Once finished, we just press the Ok button to complete the Mail Merge.

The Mail Merge is completed. In the next image we can see Six different Envelopes. Six were the Recipients in my Data Source. The body, structure and logo of the Envelope is identical to all six of them. The only thing that changes are the Fields that I had inserted in the previous steps. One Envelope for One Recipient, another Envelope for another Recipient, and goes on.